Purpose

The Lutheran World Federation (LWF) is a Communion of 148 Churches in 99 countries. The role of the Communion Office (CO) is to serve these churches in different ways. The CO has three departments, the Department for Planning and Coordination (DPC), the Department for Theology, Mission and Justice (DTMJ) and the Department for World Service as well the Office of the General Secretary.

The Department for World Service (WS) is responsible for carrying out diaconal response to humanitarian emergencies and human needs on behalf of the Lutheran World Federation (LWF). In pursuance of its responsibility and based on its strategy, World Service:

• operates together with and on behalf of the LWF member churches,
• provides support to refugees, returnees, internally displaced people, their host communities and communities at risk, emphasizing livelihoods, quality services, protection and social cohesion,
• establishes and runs country programs and emergency operations,
• engages in cooperation and partnership with governmental and non-governmental
  organizations, relevant United Nations agencies and other structures involved in humanitarian and development programs as they link to the WS mandate.

The main purpose of this position is to provide administrative support to the World Service team based in Geneva and the field.

Required Qualifications

• Commercial/ administrative school with diploma or certificate.
• ECDL certification or equivalent.
• Some bookkeeping experience.
• Some working experience in administrative coordination position, preferably in an
  international environment within a faith-based or NGO organization.
• Fluency in English and French, working knowledge of German and/or Spanish and
  Eastern European language skills (Ukranian, Polish, Hungarian, Slovak, Rumanian and Russian) an asset.

LWF Core Skills

• Working effectively with others: advanced
• Achieving results: basis
• Initiative: advanced
• Analytical thinking: basis
• Leadership: basis
• Accountability: advanced 

Required Skills

• Administration assistance: advanced
• Confidentiality: advanced
• Attention to details: basis
• Communication: basis
• Adaptability: advanced

Position Environment and Dimensions

• Internally, as a member of World Service, mainly interacts with the department and field program staff, and with other administrative staff in the Communion Office.
• Externally, interacts with donors and related agencies, embassies, ecumenical organizations, UN, NGOs, travel agents and service providers and any other LWF stakeholders at operational level.

Main duties

World Service Travel and logistics support

• Facilitates and supports travel arrangements (bookings, logistics, visa applications) for the team and travel agency emergency contact person.
• Organizes and coordinates logistics and correspondence for major meetings, including working with an event’s organiser as required.
• Focal point with main travel agents, hotels, restaurants and embassies
• Organises and coordinates all logistical aspects of department conferences and workshops
  Notary coordination and support
• Handles the notarization of official documents and is the WS focal point with the notary’s office
• Responsible for maintaining, processing and safeguarding LWF documents (power of attorney, re-registration and legal papers, Constitution, By-Laws etc.) and legalization of relevant documents for LWF/World Service Country Programs and Emergency Operations

Administrative support to the Ukraine response

Supports LWF World Service in the Ukraine emergency response

General office support

• Ensures that office equipment and materials are maintained and in stock
• Focal point with the LWF archivist for WS documents and filing
• Prepares induction schedules for field and Geneva staff

Special duties

Other administrative tasks as may be assigned by the supervisor

Major Challenge

Providing timely support to colleagues relating to a changing complex environment