Administrative Assistant

Job Description

The Global Survivors Fund is an innovative, survivor-centric mechanism whose mission is to ensure survivors of conflict-related sexual violence have access to reparations and other forms of redress, globally, including where the states or other parties responsible for the violence are unwilling or unable to providing reparations. It addresses a gap long identified by survivors and is not a substitution for efforts to prevent sexual violence, for justice and holistic care, but is a complement to these efforts.**

The Fund is a purpose driven partnership between multiple stakeholders who assume a shared responsibility to achieve transformative change for survivors of conflict-related sexual violence. The Founders of the Fund – Dr. Denis Mukwege and Ms. Nadia Murad believe this initiative will achieve its intended impact and build long lasting solutions for the deeply embedded challenges in communities afflicted by conflict-related sexual violence.

Position Responsibilities:

Administration

• Provide administrative support for day-to-day operations of the Fund;
• Act as GSF focal point with the Right Livelihood Award Foundation, the Graduate Institute and CAGI, among other International Geneva partners; in particular, during Covid19 pandemics and for all relevant measures and updates;
• Act as GSF focal point for all IT-related matters and with the IT assistance company;
• Create, edit and draft correspondence;
• Manage and respond to [email protected] (in coordination with the Communications Officer);
• General running of the office – ordering stationary, furniture etc…

Travel, Meetings and Events

• Collect travel needs, liaise with travel partner and confirm booking ;
• Arrange accommodation in line with GSF travel policy, providing all relevant administrative support (hotel, visa, mission orders, insurance etc);
• Support logistics and meeting arrangements for Board and committees’ meetings; organize meeting materials as needed.

Human Resources

• Update and maintain electronic and paper employee files and records;
• Organise briefing schedule and onboarding for new staff
• Maintain staff presence calendar
• Assist with the development, implementation and update of GSF policies and procedures;
• Support the establishment of contracts with employees, trainees, interns;
• Help identify trainings and follow up on training requests;
• Post jobs ads under the direction of the HR Officer.

Accounting

• Collect and review compliance of invoices received from contractors, consultants and partners
• Procurement : support supplier selection process – collect quotes, develop comparative analysis, support in preparing service agreements and purchase orders
• Post invoices & relevant support documents for complete approval workflow in Docusign, as per GSF financial guidelines;
• Collect and review expense claims from staff and consultants;
• Monitor operational advances to staff and consultants;
• Assist in financial filing.

Qualifications

• Equivalent of a BA required. 1-3 years professional experience in a similar position desired.
• Excellent organisational skills and attention to detail required
• Ability to work in a team as well as autonomously or with minimum supervision.
• Proactivity and strong written, verbal, analytical and interpersonal skills.
• Ability to prioritize tasks and manage important workload, including with short deadlines.
• Understanding of humanitarian operations and human rights issues is a plus.
• Fluency in both English and French required. Other UN official languages a plus.