• PROGRAM: Administration
• LOCATION: Geneva, Switzerland
• SALARY RANGE: 65,000 - 75,000 CHF (prorated for part-time) depending on qualifications
• DEADLINE: Rolling deadline, with first/priority review on October 24

SUMMARY DESCRIPTION:

The Geneva office of the Center for International Environmental Law is home to approximately 10 staff and 3 interns at any given time. Due to our team’s growth over the past few years, we are now seeking part-time support for the staff and the space.

As our Geneva Office Manager, you will be responsible for managing the general office needs and meeting the day-to-day operating needs of the organization. Using your innate proactivity, you will identify problems, enact solutions, and create and sustain an organized and pleasant environment for staff, interns, and guests.

CIEL is headquartered in Washington DC, and employs a contractor in Geneva to manage administrative matters, such as work permits, salaries and taxes. The office manager will be a pivotal connection point to coordinate between the contractor, Geneva office, and DC office. You will ensure that communication, documents, and other necessary information is flowing smoothly to the right people in a timely fashion.

A portion of your role will be to assist in coordinating CIEL’s Geneva-based legal internship program, with a particular focus on creating an engaging environment for intern cohorts. For Geneva interns, this includes administrative and logistical support. While interns will report to and receive their work assignments from staff attorneys, your role will be to ensure the interns are onboarded smoothly, connected to other interns and staff, and otherwise support their positive internship experience at CIEL. This could include organizing social or learning events amongst interns, virtually or in person.

This position is for 20 hours per week, but may have the possibility to increase in the future depending on needs.

RESPONSIBILITIES:

Office Management:

• Manage, track, and procure office supplies (including CIEL’s private kitchen space)
• Receive, distribute, and process daily mail and other packages.
• Coordinate procurement, maintenance, set-up, inventory, and disposal of office furniture and equipment, such as desks, computers, printers, and accessories.
• Coordinate upkeep and other building needs (e.g. keys, maintenance, repairs) with the Maison des Associations, cleaning service.
• Co-manage the general Geneva office email account.
• Ensure the office is a clean, organized, and hospitable work environment.
• Initiate and assist with troubleshooting and identification of pain points for staff.
• Create organizational systems and processes as needed.

Staff and Administrative Support:

• Assist with managing personnel files, policies, and procedures.
• Share and coordinate personnel, financial, or administrative information as appropriate.
• Assist with planning, organizing and preparing for meetings, conferences, trainings, and other events.
• Assist in the new hire processes of staff and interns, including assisting with advertising, ensuring information and documentation flow, setting up workstation, and providing office orientation.
• Respond to miscellaneous requests from Geneva, DC, and remote staff as appropriate.

Contract Administration:

• Assist with conducting annual review of service contracts with the Geneva office, including employee benefit providers, telecommunications, printers, and other equipment service contracts and insurance coverage.
• Provide research for and assists with the establishment of new vendor relationships by reviewing vendor information including proposals and contracts.
• Maintain up-to-date vendor, insurance and equipment warranty files.

Intern Coordination:

• Work closely with intern supervisors to facilitate the hiring, onboarding, management, and support of interns in Geneva, and in DC as appropriate.
• Act as the point of contact between Geneva-based interns, administrative contractor (e.g. for permits), and CIEL administrative staff in DC.
• Create processes and organizational systems that will benefit CIEL’s internship program.
• Organize occasional engagement events to foster connection and community for intern cohorts.

Administration:

• Maintain timesheets and submit them on time.
• Meet periodically as requested, with supervisor and other team members.
• Participate in weekly staff and team meetings and other organizational activities, including an annual staff performance evaluation.
• Meet target dates, prioritize tasks, and ensure high-quality work product.

QUALIFICATIONS:

Minimum Qualifications:

• Five (5) years of work experience in office administration or similar environment
• Excellent customer service skills
• Excellent organizational skills
• Proactive, solutions-oriented mindset
• Able to manage and prioritize a variety of tasks
• Able to use (or learn) communication technology such as Google Docs and Asana
• Able to communicate proficiently in English and French (oral and written).
• Able to work both separately and collaboratively, in close coordination across teams.
• Comfort admitting what you don’t know and recognizing that seeking and receiving feedback is part of the learning process.
• Awareness of how your words and actions affect others, openness to and respect for others’ perspectives.

Desired Qualifications:

• Experience working in a nonprofit environment
• Experience working with or coordinating interns
• Experience working with a diverse range of people, groups, and partner organizations.
• Experience with event management.