Administration Assistant

Reporting to: Senior Director of Global Operations

Location: Geneva, Switzerland

Application closing: 29 October, 2018

Job start date: 1 December, 2018

Background

Interpeace is an international organization for peacebuilding that supports locally led peacebuilding initiatives around the world. Interpeace tailors its approach to each society and ensures that the work is locally driven. Together with local partners and local teams, Interpeace jointly develops peacebuilding programmes and helps establish processes of change that connect local communities, civil society, government and the international community.

As a strategic partner of the United Nations, Interpeace is headquartered in Geneva, Switzerland and has offices around the world.

For more information about Interpeace, please visit www.interpeace.org

Position within the Organization

The Administration Assistant is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, Internal Audit and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world including in Bosnia, Côte d’Ivoire, Guatemala, Kenya, Switzerland, and Tunisia.

Under close supervision from the Senior Director of Global Operations, the Administration Assistant works with the Head of Finance, Global IT Lead and Global HR Lead to create a more efficient and effective administration function in Geneva that responds to the requirements and needs from all the units housed in the Geneva office.

Purpose and General Overview

Reporting to the Senior Director of Global Operations, the Administration Assistant provides general administration support to ensure a smooth and efficient management of administrative activities in Geneva. This includes managing travel and bookings, conducting expense claim reviews, filing and coordinating the logistics for events and conferences for the Geneva office.

While the Administration Assistant reports to the Senior Director of Global Operations, s/he supports administrative functions for finance, IT, legal and HR. The Administration Assistant also supports, when workload permits, different units on office administration and logistics. The position liaises with external service providers and building management.

Duties and responsibilities

  1. Specific Duties

Office management and Reception

  • Maintain the inventory of office equipment, non-expendable property and services in Geneva, and coordinate the inventory update from offices around the world
  • Maintain up-to-date global information on preferred vendors and consultancy rosters in coordination with all offices and units, monitoring that approval processes have been conducted
  • Coordinate with Cantonal and Federal administration (registration, declaration, exemption, TVA recovery claim)
  • Liaise with IHIED building management and other relevant technical services (telecommunications, electronic services, etc.)
  • Manage the info. e-mail account. This includes monitoring incoming e-mail on a bi-weekly basis, screening and forwarding e-mails and requests to relevant unit and deleting spam
  • Monitor stock of stationary, kitchen and other office supplies, place orders and replenish as necessary
  • Maintain a presence at the reception, welcome and receive visitors
  • Receive and screen incoming telephone calls
  • Receive and open incoming mail – including on confidential matters – copying and circulating as necessary
  • Coordinate visitors’ badges and provide any other logistical assistance that may be required
  • Coordinate DHL and other outgoing mail
  • Gather and file documents relating to office space rental, logistics, etc.
  • Prepare correspondence on administrative matters
  • Maintain the office spaces organized at all times
  • Assist with maintenance of records and portfolio lists as requested

 Logistics

  • Coordinate Travel Authorizations (TAs), this includes liaising with the travel agency for flight ticket purchases, with HR for required insurances, with finance for travel advances and filing the TAs on SharePoint
  • Assist in travel organization including booking accommodation in Geneva and updating the Hotel Booking Summary
  • Support the organizing of events and/or conferences in Geneva. This includes requesting quotes, coordinating catering, and liaising for facility rental
  • Support the acquisition of visas, this includes drafting letters and compiling the dossiers

Finance Administration

  • Reconcile the corporate credits cards to supporting documents and identifying, highlighting and following up with those expenses that do not have support; Scan the credit card statement and e-mail to “Payments”
  • Review and reconcile all Headquarters’ Expense Reports to supporting documents; prior to being passed for payment, conduct the review to check for:
    1. accuracy and completeness
    2. compliance with Interpeace travel policies
    3. authorization of the corresponding travel
    4. correct approval
  • Scan expense claims and supporting documents and upload to SharePoint
  • Review incoming CHF invoices to ensure they have been correctly approved and then upload and email to “Payments”
  • Assist with audit preparations by gathering, tracking, photocopying or scanning required documents
  • Support to Bosnia-based Accountant when required
  • File documents as needed

HR Administration

  • Support the onboarding of new hires by obtaining and distributing badges and business cards, creating Interpeace ID cards and setting up the new staff member’s working space
  • Process renewals of Interpeace ID cards
  • Enter employee data and documents into the HR online platform
  • Assist with maintaining personnel files up to date
  • File taxes for Geneva and Vaud
  • Coordinate the US payroll and related services
  • Maintain the timesheet module in the HR online platform, file and follow up with staff on overdue timesheets
  1. Scope and Impact
  • Responsibilities and objectives are assigned with minimum latitude for administrative decision-making using defined guidelines from the direct manager, written policy, signed/agreed documentation and administrative directives. Unusual problems are discussed with supervisor for clarification, conclusion or escalation
  • Provides administrative guidance to employees in Geneva with some control responsibilities for maintaining standards
  • Work conducted by the Administration Assistant impacts the Global operations Unit
  • Maintain entity registration information and Board member information updated
  1. Planning and implementation
  • Informs and executes the workplan for the administrative function in Geneva
  • Monitors and implements administrative procedures and policies in Geneva

 

Qualifications

Education

  • Completion of secondary school education or commercial, vocational school or Certificat Fédéral de la Capacité (CFC)

Experience

  • At least 3 years of relevant experience in administration and logistics
  • Relevant international exposure demonstrating a capacity to work in a multicultural environment

Competencies

  • Proficient in computer software use, primarily MS Office tools
  • Ability to prioritize work assignments from different units, perform routine work independently, meet deadlines and adapt to changing demands and multitasks
  • Ability to determine relevant background and reference materials for others, and to screen for urgency and priority
  • Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behaviour and attitudes
  • Excellent ability to interact with people respectfully and with tact
  • Ability to deal with confidential information and/or issues using discretion and good judgment
  • Excellent verbal and written skills in English and French. Spanish considered an asset
  • Strong organization and coordination skills
  • Excellent problem-solving skills and results-oriented
  • Interpeace Competencies
    • Collaboration and Weaving
    • Communication
    • Drive for results
    • Adaptability and Continuous Learning
    • Respect for Diversity

Assets/desired

  • Experience working in HR or Finance administration roles considered an asset
  • Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file system
  • Customer service experience in order to provide courteous, prompt and efficient responses to internal and external parties

Success factors

  • Identifies with and is committed to Interpeace’s core values and working principles
  • Commitment to inclusiveness
  • An innovative, critical thinker with extensive problem-solving skills

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.

How to Apply

Qualified candidates are invited to submit their application, including a letter of interest explaining your suitability for the role and interest in the position and a complete CV via email to recruitment@interpeace.org. The subject line of the application MUST read “Administration Assistant, Geneva” for the candidacy to be considered.

Please note that only those candidates that are short- listed for interviews will be notified. The application period will close on October 29th 2018 at 11:59 pm.

For more information about Interpeace, its values and working principles, please visit its website at www.interpeace.org