Administrative Assistant – Full Time – Open-ended assignment

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 Administrative Assistant is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, 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.

The Administrative Assistant reports to the Global HR Manager, but s/he also supports the administrative functions for finance and IT. When workload permits, s/he provides administrative and logistical support to other units. The position also liaises with external service providers and building management.

Purpose and General Overview

The Administrative Assistant is responsible of the office management in Geneva, for managing travel and bookings, filing and coordinating the logistics for events and conferences, and supporting administrative procedures for offices outside HQ. She is also responsible for the HR administration in Geneva and for supporting HR administration in offices outside HQ. S/he is also responsible.

Duties and responsibilities

Specific Duties

Office management and Reception

• Maintain up-to-date global information on preferred vendors and consultancy rosters in coordination with all offices and units
• 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.)
• Screen and forward incoming e-mails received in the info e-mail accountMonitor stock of stationary, kitchen and other office supplies, place orders and replenish as necessary
• Maintain the inventory of office equipment, non-expendable property and services in Geneva,
• 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
• Act as Focal Point for the Geneva warehouse maintenance
• 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, and with finance for travel advances
• 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

HR Administration

• Support the recruitment process of staff and interns in Geneva and in countries without dedicated HR support
• Coordinate and support in the onboarding and offboarding of new staff
• Process Brussels payroll
• Process renewals of Interpeace ID cards
• Manage the employee files, leaves and holiday modules of the HR online platform
• Manage the insurance portfolio (membership and enrolments of the health insurance, life insurance and the war risk insurance)
• Check and coordinate membership lists and payment of LPP and social security invoices
• Produce staff and other organisational reports upon request

Finance Administration

• Review incoming CHF invoices to ensure they have been correctly approved and then upload and email to “Payments” or “Credit Cards” accordingly

Qualifications

Education

• Completion of secondary school education or commercial, vocational school or Certificat Fédéral de Capacité (CFC).
• Swiss HRSE certification as assistant in employee management is a plus.

Experience

• At least 3 years of relevant experience in administration, logistics and reception
• Experience working in HR administration is a plus.

Competencies

• Excellent verbal and written communication skills in English and French;
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems;
• Basic understanding of Swiss HR administration;
• Advanced organization and coordination skills;
• Diligence and attention to details;
• Ability to prioritize work assignments from different units, perform routine work independently, meet deadlines and adapt to changing demands;
• 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;
• Ability to deal with confidential information and/or issues using discretion and good judgment.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• 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 the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.

Other terms of employment

• 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 people of all genders and those with disabilities.
• Gross annual salary: CHF 63’600 to max. CHF 65’520 (salary commensurate with experience and internal salary grid). In addition, a health insurance contribution and other benefits are provided.