Legal and Administrative Associate, Office of the General Counsel

Overview & Responsibilities

ORGANIZATIONAL CONTEXT

The Office of General Counsel (OGC) is a dynamic generalist legal practice whose overarching aim is to advance and protect the legal interests of IDLO, while mitigating risk, fostering accountability, and helping to ensure the effective and efficient operation of the Organization and its governing bodies. OGC advises the entire Organization on a diverse range of legal issues. Advice is provided to the Director-General and to senior managers and Organizational committees, as well as to all Departments, country offices and teams. Given the high legal and ethical standard against which a rule-of-law promotion organization is held, OGC plays a pivotal role in ensuring that IDLO is in compliance with all applicable authorities.

THE POSITION

Under the direct supervision of the General Counsel, the Legal and Administrative Associate supports the work of the office, and IDLO as a whole, in ensuring compliance with applicable authorities and oversight through analysis and review of legal documents including contracts; drafting and preparing of legal and governance-related documents; legal and documentary research; maintenance of archives; coordination with other IDLO departments/units; administrative support as needed; and representation of OGC on internal committees in order to ensure and enhance the consistent delivery of high-quality legal service by OGC.

In particular, the Legal and Administrative Associate is responsible for the following duties:

1. Provide legal and other support to assist OGC in delivering timely and responsive legal advice to IDLO departments and offices.

• Draft, analyze, review, format and proofread contracts and similar legal and governance documents.
• Find sources of law including relevant IDLO regulations, rules, and policies to support OGC activity in relation to investigations, appeals, and other legal or governance matters.
• Support the office and attorneys, including by comparing and reviewing draft documents; creating and filing exhibit lists; collecting appeals and other legal-related documents; and organizing document binders.
• Represent OGC at substantive meetings, conveying the views and position of the office in various committees and contexts and exercising an independent substantive role.
• Advise IDLO colleagues on use of OGC-approved templates and OGC processes.

2. Support compliance and oversight functions.

• Help ensure that documentation for the signature of the Director-General is in compliance with applicable rules, regulations, and policies and that processes have been respected and followed.
• Help ensure that quality standards are observed and that documentation is factually accurate.

3. Maintain and organize OGC archives; research and access relevant information for OGC and IDLO departments and offices.

• Maintain a comprehensive electronic and physical archive of IDLO contracts, grants, sub-grants, MOUs and other agreements, governance documents and proceedings of governing bodies, Host Country Agreements and other treaties and international agreements, rules and policies, administrative actions, and litigation files as well as of OGC internal work product, templates, advice, and administrative functions.
• Oversee the submission of documents for various organizational projects, including but not limited to Host Country Agreements, recognition of IDLO’s legal status, donor assessments and audits, and IDLO governance matters.
• Identify, locate, and research IDLO policies, practices, and other documents in the archives in response to queries raised in OGC and IDLO generally.

4. Provide paralegal support to ensure smooth functioning of OGC and coordination across IDLO.

• Prepare, format, review, proofread, and submit legal and organizational documents, communications, and presentations relating to official meetings, IDLO operations, treaty negotiations and other external legal matters, internal governance, and other matters.
• Support the coordination of work and information flow within OGC and between OGC and offices in both headquarters and the field, including to the Office of the Director-General.
• Undertake travel, budgetary, and other administrative tasks.
• Manage the recruitment, employment, and onboarding of OGC interns.
• Maintain and update the OGC intranet page.

Job Requirements

Education and Experience

• A degree in law is required, preferably with a focus on international law.
• Minimum 2-3 years of relevant professional experience including in drafting and/or reviewing legal contracts, MoUs, and similar documents, preferably within a multilateral organization.
• Experience in a professional legal environment, working as a paralegal and/or at the intersection between the law and the administrative support function is essential.

Languages

• Fluency in English (written and spoken) is essential, working knowledge of French highly desirable.

Specific knowledge, skills and behavioral competencies

• Strong analytical and drafting skills;
• Excellent planning and organizational skills, including time and workflow management, multi-tasking, and prioritizing in a complex work environment;
• Demonstrated capacity as a self-starter with a proven ability to produce results;
• Strong client-oriented approach and customer service ethic;
• Capacity to negotiate and resolve delicate issues in a diplomatic and balanced way;
• Strong interpersonal skills, able to promote mutual respect and trust, build effective relationships, and relate to people from different cultures;
• Good knowledge of Microsoft Word, Excel and PowerPoint. Proficient use of other ICT and internet software;
• Keen sense of ethics, integrity, accountability, and commitment to IDLO’s mandate.

Terms & Conditions

For this locally recruited affiliate support position, IDLO shall offer the selected candidate a contract for 24 months, with the possibility of extension, subject to performance and availability of funding, at an annual basic salary of EUR €34,448.-, a leave and benefit package, including provident fund (14%), and health insurance in accordance with IDLO Employee Regulations and Rules.Salaries paid by IDLO to employees are exempt from taxation in Italy. IDLO employees are responsible for compliance with income tax laws of their country of nationality or residence and/or any other relevant fiscal jurisdiction.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications from qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. 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.

In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process .

Application deadline: 28 January 2025 (23:59hrs Rome time).

Annual Compensation