Programme Assistant (Locally Recruited)

The Department of Programmes is the central management and coordinating function for programme delivery. It is responsible for the implementation of IDLO’s global programme portfolio in line with the organizational strategy. 

Reporting to the Programme Coordinator, the Programme Assistant will provide day-to-day administrative and logistical support to the programme team of the Philippine Country Office.

1. Provide administrative, logistical, and coordination support to the programme team: 

• • Provide logistical and administrative support for missions, meetings, workshops, conferences, and other programme activities, including travel arrangements, supporting documentation, and processing Travel Requests, Payment Requests, and Purchase Requisitions in line with IDLO procedures.  

• • Support the administration of consultants, including processing consultant requests ad approvals, contracts and amendments, tracking, maintaining contract files, and following up on contractual actions.

2. Support information management: 

• • Prepare and circulate briefing materials, meeting records, and follow-up notes capturing key discussions, decisions, and action points from internal meetings and stakeholder engagements.  

• • Maintain programme files and records, including reports, deliverables, technical publications, contracts, and supporting administrative documents, and promote the consistent use of programme templates, filing systems, and documentation standards. 

• • Support Programme monitoring efforts by compiling, organizing, and consolidating programme data, supporting evidence, and technical inputs for status reports, donor reports, presentations, and other programme documents. 

• • Perform any other similar duties as requested by the supervisor.  

The role strengthens Country Office’s effectiveness and programme delivery by ensuring the programme team can meet its administrative, compliance and logistical needs and by ensuring data and knowledge products are ordered and accessible. 

Fluency in English is required.  

• Excellent written and verbal communication skills. 

• Excellent interpersonal skills and the ability to collaborate effectively with colleagues, partners, and service functions across the organization. 

• Familiarity with data management and document management tools. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant ICT applications. 

• Demonstrated ability to work effectively in a team environment and across organizational boundaries. 

• Ability to work under pressure, manage competing priorities, and meet tight deadlines while maintaining attention to detail. 

• Demonstrated initiative, flexibility, and problem-solving skills. 

• Strong organizational, planning, and record-management skills, with the ability to maintain accurate records, manage multiple priorities, and ensure process compliance. 

• Ability and willingness to travel, including to field locations, as required. 

• Keen sense of ethics, integrity, professionalism, and commitment to IDLO's mandate and values. 

A university degree in Office Administration, IT, Development, Law, Business, or a similar field is required. 

Minimum two years of relevant professional experience providing programme support, preferably within international organizations or settings. 

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and funding availability. 

IDLO shall also offer a yearly salary, medical insurance, and leave entitlements in accordance with IDLO Employee Regulations and Rules. 

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees. 

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process. 

IDLO is an Equal Opportunity Employer. We welcome applications from qualified candidates of all backgrounds. Female candidates are strongly encouraged to apply for IDLO vacancies. 

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.