Executive Management Assistant
Reporting to: Senior Executive Officer
Location: Geneva, Switzerland
Application closing: 28 February, 2020
Interpeace improves lives by preventing conflict and building lasting peace. Interpeace does so through practical, field-based peacebuilding solutions that inclusively foster trust between all concerned, as well as through contributing innovative thought leadership on peacebuilding.
Interpeace’s mandate is:
- To strengthen the capacities of societies to manage conflict in non-violent, non-coercive ways by assisting national actors in their own efforts to develop social and political cohesion.
- To assist the international community (particularly the United Nations as a strategic partner) to play a more effective role in supporting peacebuilding efforts worldwide.
Interpeace achieves its purposes in three core ways:
- By working in the field, including with partners, to create and deliver locally-designed and locally-led peacebuilding initiatives, based on community-level research and evidence;
- By interacting closely with leaders at community, civil society, and political levels (national and international) to ensure that political processes in particular are inclusive of all key stakeholders; and,
- By maintaining a pipeline of innovative thought leadership and practical initiatives to promote conflict sensitivity and peace responsiveness, based on field-work and with results and lessons shared widely.
As a strategic partner of the United Nations, Interpeace is headquartered in Geneva and has offices around the world.
For more information about Interpeace, please visit www.interpeace.org
Position in the Organisation and General Overview
The Executive Management Assistant is a member of the Executive Management Unit which oversees and provides direction for all of Interpeace’s activities. The Executive Management Unit is based in Geneva. The Executive Management Assistant provides a full range of administrative support to the President, especially in helping to prepare and support the President’s schedule of engagements and contact/interactions within Interpeace as well as externally. The Executive Management Assistant also provides some administrative support to the Vice-President. The Executive Management Assistant ensures the effective preparation and support of meetings of the Governing Board of Interpeace and its subsidiary bodies. The Executive Management Assistant works under the direction of the Senior Executive Officer, and is required to undertake some overseas travel.
Duties and responsibilities
- Day-to-day management of the President’s workplan and diary:
- Maintain the President’s diary and ensure that it is up-to-date and that relevant contacts are informed
- Liaise with external and internal contacts to arrange meetings and ensure the logistical preparations for them
- Ensure the logistical preparations for travel of the President, Vice-President and Senior Executive Officer
- Support the compilation of briefs and other preparations in relation to the President’s and Vice-President’s engagements
- Take notes of meetings where necessary
- Support follow-up actions related to meetings and travel of the President and Vice-President
- External and internal communication and information flows:
- Support the drafting of letters, emails, courtesy call requests and other correspondence or communication materials
- Assist with information-sharing across the organisation
- Provide logistical and other practical support in order to organise and deliver events and special projects.
- Assist the Senior Executive Officer to prepare and account for expenditure of the Unit’s budget, including implementing and meeting practically all due processes and accountability requirements.
- Assist the Vice-President/Chief Operating Officer on administrative support tasks and ongoing management of some databases/records.
- Provide other general administrative support to the Unit and organisation more broadly where required.
- Inform Geneva’s Administrative Assistant of any event or meeting that will take place at Geneva office.
- Support the practical organisation and delivery of the semi-annual meetings of the Governing Board and the Bureau of the Board by ensuring that all logistics are planned and delivered (such as arranging travel and accommodation for Board members and others, participating in meetings, securing and preparing meeting venue, and organising side and social events).
- Support the practical organisation of other ad hoc Board-related meetings including teleconferences as required.
- Build and maintain a network of relationships with external interlocutors and across the organisation to support the Unit’s effectiveness.
- Undertake other assignments and duties as directed by the Senior Executive Officer.
Relevant experience and qualifications may include:
- A relevant qualification in administration, management or specialized secretarial certification
- A relevant qualification in international relations, social sciences, peace/conflict studies or related field is desirable
Experience: at least four years of full-time employment including:
- Secretarial, administrative, or operational support in an international environment Employment in international organisations or international non-governmental organisations.
- Excellent skills to organise and coordinate in complex multi-stakeholder and multi-cultural environments
- High degree of self-organisation and adaptability
- Excellent ability to interact and communicate with people respectfully and with tact
- Sensitivity in dealing with sensitive and/or confidential information and issues, using discretion and judgement
- Fluency in English and French (oral and written)
- Interpeace Competencies
- Collaboration and Weaving
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and promoting a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
How to Apply
Qualified candidates are invited to submit a complete curriculum vitae and a letter of interest to firstname.lastname@example.org. “Executive Management Assistant ” must be included in the subject line of the application email to be considered.
Please note that due to high volume of applications, only short-listed candidates will be contacted.