• Title: Senior Office Administrator
• Type of contract: Employment
• Contract duration:  Open-ended contract
• Work time: Full-time position (some availability outside of normal working hours required)
• Reporting to: Director of Operations
• Internal relations: All GSF staff and representatives
• External relations: Service providers for office management and Swiss authorities
• Location: Geneva, Switzerland
• Start date: February 2023
• Application deadline: 25/01/2023

Background

The Global Survivors Fund (“GSF”) was launched in October 2019 by Dr Denis Mukwege and Nadia Murad, Nobel Peace Prize laureates 2018. Its mission is to enhance access to reparations for survivors of conflict-related sexual violence around the globe, thus responding to a gap long identified by survivors. GSF acts to provide interim reparative measures in situations where states or other parties are unable or unwilling to meet their responsibilities. GSF advocates for duty bearers as well as the international community to develop reparations programmes. It also guides states and civil society by providing expertise and technical support for designing reparations programmes. GSF’s survivor-centric approach is the cornerstone of its work.

Role Summary

The overall role of the Senior Office Administrator is to manage and coordinate all matters linked to the Secretariat office in Geneva, including relations with Swiss authorities regarding GSF status; oversee travels and manage IT equipment and requests. They will act as GSF focal point with external partners related to office management and travel.

Position Responsibilities

Office Administration

• Provide administrative support for day-to-day operations of the Fund
• Act as GSF focal point with the MSF office facilities manager for all matters linked to the Secretariat office: safety and security of the building, parking, maintenance issues, repairs, service and delivery matters
• Manage furniture and stationery purchases, in line with the GSF Procurement policy
• Ensure regular coffee and refreshments provisions for the shared office kitchen
• Answer and manage GSF’s main phone line and inform external IT partner of any technical problem linked to office’s WiFi network or meeting rooms and relevant conference system equipment
• Stay updated on Swiss federal and cantonal Covid-related recommendations and restrictions and inform staff accordingly
• Collect and manage office mail
• Manage and respond to info@globalsurvivorsfund.org
• Keep Geneva-based staff informed of all office-related news and updates, as relevant

IT Equipment and Support

• Collect IT-related requests from staff and liaise with IT partner to process them, including managing new members access to GSF SharePoint folders, creation of email addresses and activation/deactivation of Office365 licenses
• Act as GSF focal point for all IT-related matters and with the IT assistance company and manage the in-house IT support
• Keep internal database up to date regarding all IT equipment items provided and returned by staff members, including global staff and representatives
• Coordinate with Human Resources for all configuration of new IT equipment for GSF staff or representatives
• Contribute to drafting and implementation of IT-related policies

Relations with Swiss authorities

• Ensure GSF’s registration with Swiss federal and cantonal authorities is updated (e.g. Trade Registry, Federal Supervisory Authority, etc) and relevant correspondence and documents are sent in line with each body’s requirements and deadlines
• Act as GSF focal point with CAGI and other Geneva-based partner organisations, as well as GSF closely affiliated organisations

SharePoint and Internal Data Management System

• Contribute to improving data management systems and sharing, attending all relevant meetings and providing input to discussions
• In coordination with the Head of Communications, implement data management procedures and share information with staff members, as required

Travel Management

• Ensure proper implementation of GSF travel policy and oversee work of the GSF travel focal point person
• Validate travel requests and related bookings and expenses, in line with GSF Travel policy
• Update and review job description of travel focal point person
• Conduct appraisals, in line with GSF performance management policy

Position Requirements

Education and Experience

• Equivalent of a BA required, ideally in the field of office/HR administration
• 5-7 years of experience in a similar position required

Other Requirements

• Strong organizational skills and ability to prioritise tasks and work independently
• Strong communication and interpersonal skills
• Attention to detail
• Positive attitude and excellent team spirit
• Ability to work in a multicultural environment
• Adaptability and flexibility
• Proficiency with MS Office suite and SharePoint
• Full proficiency in English and French; other languages would be an asset

How to Apply

Please send your CV and cover letter to recruitment@globalsurvivorsfund.org with “Senior Office Administrator” as email subject, by Wednesday 25 January 2023. Please note that only shortlisted candidates will be contacted.

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The Global Survivors Fund is committed to diversity, gender balance and inclusion as well as reflecting the diversity of the places where we work and the communities we work with, and will consider applications from qualified professionals from all backgrounds, cultures or beliefs. are. We encourage candidates from regions where GSF works to apply.

GSF operates and enforces multiple safeguarding policies including Protection from Exploitation and Abuse, Child Safeguarding and Fiscal Integrity.

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Your Data - If you choose to apply for this position, you will be providing us with your Personal Data, which we will process for the purposes of selecting a candidate for the position only. We will keep the Personal Data you share with us as part of the application process for six months from the deadline for application, after which it will be deleted. Your Personal Data will be accessed only by our HR Staff managing the recruitment process, as well as the members of the selection panel. You have the right to a) ask us for access to your Personal Data and for information about how we process it, b) to ask us to rectify the Personal Data we have on record for you, c) to ask us to delete your Personal Data or restrict its use, and d) to object to our processing of your Personal Data. To exercise these rights, please contact recruitment@globalsurvivorsfund.org . If you have any concerns or complaints about how GSF processes your Personal Data, please submit them to DataProtection@globalsurvivorsfund.org .