• Function: Operations
• Duty Station: Geneva (NP Headquarters)
• Line Manager: Group Operations Director
• Line Management Responsibility: N/A

ABOUT US:

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP). We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath and to help transform the world’s response to conflict situations.

JOB PURPOSE:

The Administrative Assistant supports the NP HQ team with administrative and operational duties. You will perform a variety of administrative tasks, including managing phones and emails, scheduling appointments, planning meetings, administrative support to NP governance and logistics. You will be the focal point for the running and management of the HQ Geneva Office to both internal and external partners.

The Administrative Assistant is expected to act as the main support to the Board, preparing all Board agendas and materials necessary for in-person Board meetings and Board calls; taking meeting minutes, distributing, and publishing them as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding corporate entities.

KEY OBJECTIVES AND RESPONSIBILITIES:

A. Commitment to NP Principles

a. Demonstrate a commitment to NP’s mandate and principles
b. Maintain a positive image of the organisation full time while communicating with external actors, staff or operating in the field.

B. Support to NP Governance

• Providing administrative support to NP’s Board of Directors including but not limited to scheduling and coordination of full Board and various committee meetings
• Create meeting(s) timelines, prepare, and distribute meeting notification, correspondence, agenda, and materials, as well as subsequent updates or changes
• Establish excellent working relationship with the Board Chair and Members of the Board of Directors, Executive Director and Staff organization, and members/leaders in verbal, written, and electronic correspondence
• Maintain, as needed, both mailing & public relations lists of Board
• Create mailings, presentations, reports for Chair and other materials for the board members
• Mail, track, and follow up on the annual conflict of interest disclosure and create report for Board of Directors and Governance review
• Prepare and edit correspondence
• Make travel arrangements and visa tracking for the Board Members travel to HQ and/or country programmes
• Responsible for recording all meeting minutes, distribute minutes for approval and posting the minutes for Member view. Other Administrative support to Board and Board Committees’ staff  focal points
• Management of Board members’ legal processes for coming on and off Board
• Lead the administrative support processes related to ensuring NP entities are and remain in full legal compliance. This will include managing notary approval process, liaising with appropriate missions and embassies, etc
• Maintain the Board’s governing documents: Memorandum of Incorporation, Strategic Policies, Board Charter, and Governance Handbook. Maintain record of draft revisions to be approved by the Board. Liaise with the Legal Advisors to ensure legal compliance
• Make travel arrangements and reservations for board members visiting HQ or country programmes

C. Support to Executive Director

• Maintains Director’s appointment calendar by scheduling meetings, teleconferences and travel including itineraries, airline reservations, hotel accommodations, rental cars, and all other travel  needs
• Scheduling and coordination of HQ staff and Senior Management Team (SMT) meetings
• Compilation of quarterly reports and other documents/reports as necessary
• Other administrative support as necessary to the Executive director

D. Geneva Office management support

• Collection and distribution of mail and other correspondence
• Reception and sending of DHL and other registered mail
• Manage office supplies procurement and inventory
• Focal point for service contract with IT providers
• Focal point for office rental agreements, cleaning providers, and technical services
• Administrative support for legal documents related to Geneva Office such as notary appointments, Registry of Commerce, and other relevant legal bodies
• Answer phone calls, provide information to callers or connect callers to appropriate people in the office
• Develop, implement, and improve office policies and procedures
• Other support upon request from Line Manager and/or Executive Director

E. Logistics

• Logistics arrangements for face- to – face meetings of Board and Senior Management
• Coordination and logistics for HQ Team off-site meetings including team events as necessary
• Develop and maintain a filing system for all logistics request and support
• Other logistics tasks upon request from Line Manager

ESSENTIAL SKILLS AND QUALIFICATIONS:

• Swiss certificate (Certificate Federal de Capacité), in commerce and administration or other relevant degree/qualifications
• 2-4 years’ proven work experience in a similarly high-level admin function
• 1 years of experience working with a Board of Directors and/or board appointed committees
• In-depth understanding of office management and daily operations
• Working language of NP is English. A strong command and understanding of both English and French are required
• Strong technology and minute taking
• Ability to work independently
• Flexibility and ability to work in a small team and a fast-moving environment
• Ability to show good judgement related to discretion and confidentiality
• Excellent customer service skills: meeting and exceeding expectations; intuitively understand stakeholders; anticipate needs; provide value
• Focused, positive attitude, flexible, and proactive
• Global mindset: global awareness/sensitivity to culture; understanding diverse cultural norms and expectations
• Solution Focus: take ownership of requests; tailor solution to the member/situation; be timely in follow-up; resourceful in info gathering/research
• Ability to deal with high-energy multifaceted board members
• Superior organisational and project management skills: prioritization, time management, attention to detail, follow through, staying informed with organizational initiatives and priorities
• Excellent multi-tasking and problem-solving skills
• Managing schedules and people with tact, diplomacy, and poise

HOW TO APPLY

• Candidates meeting the above requirements are requested to visit our website to submit a CV in English (max. 2 pages) and cover letter (max. 1 page) detailing your experience and how you qualify for the role. Incomplete applications will not be considered.
• The closing date for applications is Friday, May 13th, 2022
• Candidates may be selected before the closing date, apply early
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.

Special Notice:

Nonviolent Peaceforce is committed to achieving 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice in the Humanitarian and Development sector.

NO FEE
NONVIOLENT PEACEFORCE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). NONVIOLENT PEACEFORCE DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.