Administrative Assistant to the Office of the Director-General
Reporting to: Special Assistant to the Director-General
Location: Tunis, Tunisia
Application closing: December 19, 2017
Job start date: As soon as possible
Interpeace is a Swiss non-profit organization that works in close partnership with national partner organizations and the UN. Its aim is to strengthen the capacities of societies to manage conflict in non-violent, non-coercive ways by assisting national actors in their efforts to develop social and political cohesion. Interpeace also strives to assist the international community (and in particular the United Nations) to play a more effective role in supporting peacebuilding efforts around the world through better understanding and response to the challenges of creating local capacities that enhance social and political cohesion. For more information about Interpeace, its values and working principles, please visit our website at www.interpeace.org
Scope of the Position
The Office of the Director-General is based in Geneva and houses the organization’s overall leadership, oversees the relationship with the Governing Council, builds and maintains relationships with external actors, develops and implements political and policy engagement strategies based on Interpeace’s peacebuilding work, incubates and develops new initiatives, and works in close collaboration with the Global Engagement Unit (GEU) on external relations and communications.
Interpeace is now seeking a qualified individual to fill the position of Administrative Assistant to the Director-General’s Office. The Assistant will provide remote support to ensure a smooth and efficient management of administrative and logistical activities. The Assistant will be based in Tunisia, whereas the Director-General’s Office is based in Geneva.
Under the general guidance and supervision of the Special Assistant to the Director-General, the Assistant’s duties will include, but are not limited to:
- Supporting the day-to-day operation and coordination of the Director General’s Office
- Calendar management
- Scheduling external and internal meetings
- Supporting long-term calendar planning
- Supporting preparations and follow-up of meetings, speaking engagements and travel of the Director- General
- Compiling materials and briefings ahead of meetings, speaking engagements and travel
- Setting up meetings
- Preparing and processing travel authorizations
- Organizing the logistical preparation of the Director-General’s travel: book flights and hotels, arrange transport, compile the agenda
- Supporting internal and external communication of the Director-General’s Office
- Drafting letters, emails and general correspondence for internal and external audiences on behalf of the Director-General and the Director-General’s Office
- Filing of correspondence and other documents
- Assisting in the organization of events in Brussels and Geneva
- Requesting quotes from suppliers (facility rental, catering, etc.)
- Liaising with suppliers coordinating catering
- On-site presence where needed
- Supporting the logistical preparations of the bi-annual meetings of the Governing Council
- Providing administrative support to other units (such as the Global Engagement Unit) as needed; some of the tasks outlined above may evolve as the support role is evaluated
- Undertaking any other assignments, as may be determined by the Director-General or the Special Assistant to the Director-General
The Office of the Director-General constitutes a demanding and dynamic environment that requires a high level of professional and personal maturity.
- Fluency in English and French required
- Secondary education degree; additional qualifications or degrees an advantage
- Proven experience as an administrative assistant, virtual assistant, office assistant or other positions related to the skills outlined hereafter
- Excellent writing skills
- Ability to vary tone and style of writing according to target audiences
- Experience with interaction in diplomatic circles an advantage
- Relevant international exposure demonstrating a capacity to work in a multicultural environment
- Ability to work in a team and independently
- At ease with providing remote/online support
- Attention to detail
- Ability to manage many tasks at once, work against short deadlines and to remain calm and focused
- Excellent organizational and time management skills
- Proficiency in Microsoft Office and online tools
- Strong sense of responsibility, integrity, professionalism and thoroughness
How to Apply
Qualified candidates may submit their application, including a letter of interest and a curriculum vitae to firstname.lastname@example.org. Please indicate “DGO Administrative Assistant” in the subject line.
Please note that due to the high volume of applications, only short-listed candidates will be notified.
Interpeace is an equal opportunity employer. Interpeace values diversity among its staff and aims at achieving greater gender parity in all levels of its work. We welcome applications from women and men, including those with disabilities.