Manager, Office Services

Manager, Office Services
Professional Staff
The Hague, Netherlands

ABOUT IDLO
The International Development Law Organization (IDLO) works to enable governments and empower people to reform laws and strengthen institutions to promote peace, justice, and sustainable development.

IDLO is an intergovernmental organization that promotes justice, peace and development by providing legal expertise to governments, multilateral and civil society organizations. It seeks to enhance human rights, economic growth and good governance through technical assistance on judicial and legal reform, capacity-building and legal empowerment programs and projects. Bringing together a range of diverse local, national and international stakeholders and working in an enabling rather than directive or prescriptive way, IDLO acts as a catalyst for social change. It prides itself on its flexibility, speed and entrepreneurial spirit.

While IDLO works in all developing regions of the world, it has significant operations in countries emerging from conflict. IDLO is the only intergovernmental organization with an exclusive mandate to promote the rule of law. It currently has 27 Member Parties and benefits from the collective wisdom of a prestigious International Advisory Council.

To learn more about IDLO, please visit our website www.idlo.int or follow us on Twitter @IDLOnews.

ORGANIZATIONAL SETTING
The Office Services function in The Hague provides high quality, efficient, and client-focused back-office support and services to IDLO’s facilities and administrative operations in The Hague.  In close collaboration with the Office Services Unit in Headquarters, this function includes support for travel and logistics, local transportation, and maintaining a professional image for IDLO’s office in The Hague.  It identifies opportunities for continuous improvement for office services and effectively adapts to the evolving needs of the Organization.

The Office Services function in The Hague plays a key role in operationalizing IDLO’s vision of a networked organization, incorporating the principles of matrix management and promoting an environment of shared resources.

DUTIES AND RESPONSIBILITIES
Under the direct supervision of the Director, Strategy & Innovation (Head of The Hague Office), the Manager, Office Services is responsible for the following duties:

• Manage the day-to-day administrative and business affairs relating to the Organization’s premises in The Hague, including vendor and supplier agreements, service contracts, construction, leasing, and insurance arrangements in line with relevant IDLO policies in force;
• Maintain a highly efficient and secure Office Services function in The Hague with a strong focus on client-service for both internal and external users;
• Assess and determine, in collaboration with respective departments/divisions/units, organizational needs for new or revised office policies and practices, taking into account actual and/or changing circumstances; measuring results against standards and best practices and making necessary adjustments;
• Maintain office efficiency by planning and implementing office systems, layouts, and procurement for office services, furniture, and other related needs in line, and in coordination with, IDLO HQ practices;
• Liaise with the Finance Division on purchasing decisions to ensure that expenditures are consistent with budgeting;
• Act as focal point for employees in The Hague on the relevant sections on travel policies and travel allowances, including matters of employee relocation and repatriation;
• Conduct periodic reviews of officer services provisions and systems, and propose amendments as appropriate; draft administrative notices and policies, where needed;
• In collaboration with the Director, Strategy & Innovation (Head of The Hague Office), liaise with the Office of General Counsel on administrative and legal matters related to the Host Country Agreement with the Government of The Netherlands;
• Coordinate administrative relations between the Organization and the Ministry of Foreign Affairs in The Netherlands,
• Ensure the smooth arrival, registration and integration of new staff members in compliance with national laws and regulations;
• Ensure compliance with organizational rules and procedures within areas of responsibility;
• Coordinate with the Security Unit regarding security and building-related matters; and
• Actively identify both internal and external clients to whom services are provided and seek to understand and address clients’ needs and expectations with effective and appropriate solutions.

IDEAL CANDIDATE PROFILE
Academic qualifications

• BA/BS in Facility Management, Business Administration or other similar field.

Work experience

• 6-10 years’ relevant Office Management experience.
• Experience working with Intergovernmental or Non-Governmental Organizations.

Languages

• Fluency in Dutch and English is required.
• Fluency or working knowledge of another IGO/NGO language is highly desirable.

Specific knowledge, skills and competencies

• Demonstrated experience with setting up and office and/or office moves;
• Excellent interpersonal skills to establish and maintain effective working relations with supervisors, colleagues and subordinates;
• Extensive experience in the procurement of goods and services as well as working with contractors/suppliers.
• Knowledge of and networks within the federal, state and city levels of government and businesses in The Hague.
• Problem solving skills with demonstrated high performance in delivery of key outputs.
• Demonstrated strategic thinking, initiative and decision-making.
• Highly effective communication, negotiation and interpersonal skills.
• Proven record in cultivating productive working relationships in multicultural teams and demonstrated judgment, flexibility, and responsiveness.
• High standard of personal drive and integrity.
• Highly effective organizational management, system development and administrative skills.

HOW TO APPLY
IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome and encourage diverse applications.
To apply, please visit IDLO’s employment website at www.idlo.int/jobs.