Front Line Defenders Programme Assistant 2025: Application Guide, Role Scope, Eligibility, Deadlines, How To Apply, and FAQs

Front Line Defenders is recruiting a Programme Assistant to support two mission critical teams in Dublin: Wellbeing and Resilience and Protection Grants. This entry level position is ideal for a highly organised early career professional who wants to build hands on experience in international program operations while directly supporting human rights defenders at risk. Below is a fully reworked guide that clarifies the day to day work, the profile that fits, and practical steps to apply before the deadline.

Front Line Defenders Programme Assistant 2025 Quick Summary Table

About Front Line Defenders

Front Line Defenders is an international human rights organisation based in Ireland that works exclusively to protect human rights defenders who face threats, harassment, or violence because they stand up for the rights of others. FLD supports defenders through emergency protection grants, tailored trainings in physical, digital, and psychosocial protection, advocacy with institutions and governments, and wellbeing initiatives that sustain the people behind the work.

Role Purpose

The Programme Assistant underpins two high impact functions. In the Wellbeing and Resilience team you will help coordinate psychosocial support for defenders who operate in high pressure or hostile environments. In the Protection Grants team you will contribute to the smooth intake and tracking of emergency and preventive grant applications that enable defenders to relocate, secure legal support, or mitigate risk. The role combines structured administration with empathetic communication and meticulous data handling.

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Key Responsibilities

Support for the Wellbeing and Resilience programme

• Coordinate logistics for wellbeing interventions, workshops, and one to one support.
• Track and triage incoming requests, acknowledge receipt, and route to appropriate practitioners or staff focal points.
• Draft and process service agreements and ensure compliance with confidentiality, safeguarding, and procurement standards.
• Liaise professionally and sensitively with defenders receiving support and maintain clear records of communications.
• Arrange payments, travel, and accommodation in collaboration with Operations.
• Act as main point of contact for visiting defenders on respite or wellbeing activities in Dublin.
• Maintain accurate data entry, metadata, and version control across relevant systems.

Support for the Protection Grants team

• Dedicate around 15 percent of working time to grants tasks.
• Upload, verify, and organise grant applications and attachments in the internal database.
• Keep status fields, timestamps, and reviewer notes up to date to enable timely decisions.
• Provide inputs for internal reporting on volumes, processing times, and pending cases.
• Coordinate with colleagues to ensure consistent communication between the two teams.

Candidate Profile

Essential qualifications and skills

• Experience in administrative or programme support roles within non profit, humanitarian, or development settings.
• Strong organisation, prioritisation, and time management under competing deadlines.
• Excellent interpersonal and written communication skills with cross cultural sensitivity.
• High attention to detail and accuracy in documents, data, and correspondence.
• Proficiency with Microsoft Word, Excel, Outlook, and comfort with databases or ticketing style trackers.
• Ability to show empathy, maintain professional boundaries, and handle sensitive information.
• Fluency in English. Additional languages such as French, Spanish, or Arabic are an asset.

Desirable attributes

• Familiarity with human rights issues and the realities facing defenders at risk.
• Exposure to psychosocial wellbeing principles or mental health support contexts.
• Curiosity about international protection mechanisms and NGO operations.

What Success Looks Like in the First Six Months

• All incoming wellbeing requests acknowledged and triaged within agreed timelines.
• Clean, searchable records and templates that reduce rework for the team.
• Visiting defenders receive clear itineraries and a supportive, well organised experience.
• Grants intake is current, complete, and audit ready, with accurate status tracking.
• Reporting snapshots for both teams are easy to produce and share.

Skills That Strengthen Your Application

• Document control and versioning in shared drives or document management systems.
• Practical Excel skills such as filters, data validation, and pivot tables for light reporting.
• Professional email and phone etiquette and the ability to summarise conversations into crisp case notes.
• Cultural humility and comfort working with interpreters when needed.
• Discretion and knowledge of basic data protection principles.

How to Apply

1. Visit the FLD vacancies page and select the Programme Assistant posting.
2. Prepare a concise CV and a tailored cover letter highlighting relevant experience, motivation, and how you meet the essential criteria.
3. Submit through the Apply Now button on the official site before the deadline.
4. Ensure your application demonstrates attention to detail such as consistent file naming and clear contact information.

Deadline: Wednesday 12 November 2025 at 23:59 local Irish time.
Official site: https://www.frontlinedefenders.org/en/vacancies

Selection Tips

• Use concrete examples. For instance, describe how you handled a high volume inbox or coordinated travel for vulnerable participants.
• Quantify where possible such as average response times, number of cases processed weekly, or error rates reduced.
• Show how you balance compassion with process discipline and confidentiality.
• Highlight any language skills or exposure to trauma informed practice.

Working Environment and Values

• Dublin based, office hours with occasional flexibility around urgent cases.
• Collaboration with Operations, Grants, and other programme teams.
• Commitment to dignity, equity, and safeguarding.
• Equal Opportunities Employer that encourages applications from underrepresented groups, including people with lived experience of defending human rights.

Frequently Asked Questions

1. Is this role entry level

Yes. It is designed for early career professionals with administrative or programme support experience who want to grow in the human rights sector.

2. How much of the job involves direct contact with defenders

Regular contact occurs in the Wellbeing and Resilience stream. Professional boundaries, consent, and confidentiality are essential at all times.

3. What systems will I use day to day

Microsoft Office, email and calendar tools, and internal databases or trackers. Training is provided on FLD specific systems and procedures.

4. What does support to the grants team include

Uploading and organising applications, ensuring completeness, updating statuses, and providing basic portfolio metrics for internal reporting.

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5. Are language skills beyond English required

Not required but highly valued. French, Spanish, or Arabic are particularly helpful.

6. What makes a strong cover letter

A concise narrative that links your skills to the responsibilities listed, demonstrates care with data and documents, and shows motivation for protecting defenders.

Conclusion

The Programme Assistant role at Front Line Defenders blends structured administration with meaningful, people centered work. You will help coordinate wellbeing support and keep protection grants moving, directly contributing to the safety and resilience of those who defend human rights. If you are detail driven, empathetic, and ready to learn, submit a focused application before the deadline.

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