The Nobel Peace Prize winning International Campaign to Abolish Nuclear Weapons (ICAN) is a dynamic and energetic campaign coalition consisting of over 600 non-governmental organisations in 108 countries. The ICAN staff team coordinates a global network of committed and passionate activists to make the world safer, more equal and just by prohibiting and eliminating nuclear weapons.

Since its founding in 2007, ICAN has worked to build a powerful global groundswell of public support for the abolition of nuclear weapons. ICAN organise public awareness-raising events, and engage in advocacy at the United Nations and in national parliaments. The campaign work with survivors of the US atomic bombings of Hiroshima and Nagasaki and of nuclear testing, helping share their testimonies and stories with the public and decision makers.

The campaign led the groundbreaking efforts to achieve the first ever multilateral treaty to prohibit nuclear weapons, and was awarded the 2017 Nobel Peace Prize for these efforts.

ICAN opened its international headquarters in Geneva in 2011 and has since then employed a small but effective staff team. Today the team consists of 13 staff members, the majority in Geneva, Switzerland and the rest spread out around the world.

The Position

We are looking for a new Finance and Administration Manager, who can enable the world-changing work of ICAN through effective and accountable financial and administrative management. The Finance and Administration Manager plays a central role in the operations of the campaign and the staff team through being responsible for managing ICAN’s finances, preparing budgets, ensure accurate bookkeeping, liaising with auditors and local authorites, develop donor reports, and handle the internal human resources tasks.

As the organisation carries out a wide range of activities, from awarding small grants to partner organisations across the world, to organising annual conferences in different locations, and carrying out advocacy at the United Nations, the job as Finance and Administration Manager is varied and involves a lot of contact with auditors, donors, local authorities officials, campaigners, governments, international organisations and other partners around the world. We operate in a fast-paced and multicultural environment, where opportunities for travel and participating in events and conferences will regularly appear.

As a small team, we are proud of our team spirit, our flexible and collegial work culture, and of course our joint mission to make the world a better place. Depending on the candidate, the job can range from 80-100% with flexible hours. Our working language within the organisation is English but a good level of French is also needed for liaising with Swiss authorities.

Summary of job and purpose:

The primary purpose of ICAN’s Finance and Administration Manager is to support, facilitate and enable the work of ICAN through effective and accountable financial, administrative and human resources management. The Finance and Administration Manager undertakes the day to day running of accounts and information systems, finance, personnel and administrative structures and processes to ensure the smooth running of ICAN’s office.

This position is responsible to ensure that ICAN’s administration, budgets, accounts, management and reporting support the campaign and are kept in good order, with accountability to meet the requirements of funders, and Swiss law and taxes as required.  

The Finance and Administration Manager reports directly to the Executive Director (ED). 

Key tasks and responsibilities 

Finance

1. Ensure responsible, accessible book-keeping, finance and information systems and processes to ensure the smooth administration of the ICAN office and its staff;
2. Manage organizational cash flow and forecasting via monthly financial reports,
3. Manage the organisational budgets, ensure accurate records of expenditures and income, be responsible for the prompt payment of invoices and authorisations of expenditure, in conjunction with requests from the ICAN Executive Director, ICAN International Steering Group (ISG) and its Finance Committee, reconciling accounts;
4. Ensure timely payment, and reconciliation, of staff salaries, taxes, insurances etc.;
5. Prepare annual audits of ICAN, the associated notes and detailed schedules, and liaison with Auditors;
6. In consultation with the staff team, create budget proposals and undertake financial reporting to ICAN donors.

Administration

1. Handle human resources administration, including oversight of organisational policies and contracts, including employment contracts;
2. Maintain administrative files to assist in the work of ICAN;
3. Oversee all regulatory requirements, legal interactions, procurement, insurance and contracts;
4. Assist in the smooth running of the office, in cooperation with other ICAN staff, including monitoring usage and, where necessary, procuring or replacing necessary stationery and office equipment and supplies;
5. Book flights and make reservations for events and meetings, as needed;
6. Assist with fundraising and grant management tasks, as needed;
7. Other tasks as assigned by the ED.

Summary of tasks

• Accounting/Audit (reconciling cash at hand or in accounts, data entering, monthly report based on accounting data, document preparation for annual and project audit when necessary)
• Budgeting/Financial reporting (cash flow, account reconciliation, income and expenditure monitoring and reporting)
• Human Resources administration (salaries, social and income taxes, staff insurances)
• Office Administration (supplies, furniture, equipment, office insurances)

This job description can be downloaded here (pdf).

Requirements

• University degree in public administration/finance/accounting/management or equivalent.
• Minimum 5 years of experience in a similar position.
• Knowledge of accounting, budgeting, bookkeeping and grant management required.
• Knowledge of the Swiss social tax system, the Swiss Labor Law and employment laws required.
• Fluent English and French.
• Prior experience in NGOs a plus.
• High level of integrity.
• High level of accuracy, efficiency and professionalism required.
• Planning and organisation skills
• Attention to detail and able to work autonomously.

The Location

ICAN is located in Geneva, Switzerland, a global hub for diplomacy and the European centre for the United Nations and the Red Cross.

ICAN’s office is located in the middle of central Geneva, opposite the main train station, making it an easily accessible location for commuters and people from neighboring areas.

Partial remote work is possible, but as the Finance and Administration Manager is responsible for ICANs administrative and financial system, a certain percentage of time in the office is necessary.

Salary

The salary range is between 82’000-92’000 CHF/year for a full time position depending on experience.

How to apply

Send a cover letter and CV, including 2 references to jobs@icanw.org by 12 August 2024 COB (CEST).