CHS-Alliance (www.chsalliance.org/), Danish Refugee Council (www.drc.ngo/), ICVA-International Council of Voluntary Agencies (www.icvanetwork.org/),and Save the Children International (www.savethechildren.net/) together with the Norwegian Refugee Council (www.nrc.no/) have created an innovative humanitarian coworking space - the Humanitarian Hub Project (HHP) Hub, located at La Voie-Creuse 16 in Geneva. This space also hosts other institutions such as: the Internal Displacement Monitoring Centre (www.internal-displacement.org/), H2H (h2hnetwork.org/), JIPS (www.jips.org/), and MMC (mixedmigration.org/).

The Humanitarian Hub is now looking for a dynamic and experienced Hub Administration Coordinator to embody the heart and soul of the Humanitarian Hub coworking space and create a positive and friendly coworking environment where space, amenities and services are shared, mutually respected and even made more enjoyable.

What you will do

Working closely with 5 HHP partners and reporting to the Chair of the Operations Governance Committee, you will have full ownership of the day-to-day office management operations for a community of 120+ Humanitarian Hub users. You will ensure high levels of organizational effectiveness, communication and safety, the smooth running of the Hub, help improve processes and day-to-day operations and serve a community of 120+ users, interacting with 5 partner organizations, hosted institutions, Hub members and external partners.

Some of your day-to-day tasks will include:

Reception duties

• Supervise the receptionist to ensure the daily operations of the reception, assist when necessary;

Finances

• Set up the annual budget (around 1M CHF) and prepare relevant reporting to the management;
• Manage delegated budget, prepare invoices for the hub, procedures for approval and payments. Ensure that all items are invoiced and paid on time;
• Support the financial closure of the budget by finances and prepare audit

Administration

• Maintain and update operational policies and process in connection to the Hub; Ensure compliance with and adherence to policies, guidance and handbooks and donor/auditor requirements;
• Conduct procurement for shared services, draft and negotiate contracts and maintain a positive relationship with key suppliers, vendors, landlord and regie;

Community management

• Ensure the effective and timely day-to-day operations and services delivery for logistics, ICT, administration, office and facilities management matters, on-site meetings and events;
• Be knowledgeable about HH partnership contracts and guidelines, as well as other documents and laws that manage the work environment. Explain these policies to members, as necessary;
• Ensure all staff and users’ awareness of the office facilities and administrative processes and policies, provide guidance as may be necessary;
• Oversee new member onboarding and moving out of the Humanitarian Hub;

Facility services management

• Manage all building operations to the satisfaction of members and in line with all relevant policies in place (procurement, finance, etc);
• Supervise the hub receptionist to ensure the quality of assets (Wi-Fi network, printers/copiers) as well as the cleaning of the hub by the partners in place;
• Organize the office layout, maintain the office condition and arrange necessary repairs;

Security

• Be aware of local laws and regulations as they pertain to member safety and emergency preparedness;
• Serve as a focal point for on-site security, organize evacuation exercises at least once a year, implement sanitary measures in the event of a pandemic;

ICT

• Oversee systems installation and ICT interventions in the HHP office in liaison with HQ ICT department, external service provider and the Chair, and act as key liaison for staff and sub-tenants on ICT matters.

What you will bring

You are self-motived with a positive attitude, and you enjoy working as part of a multicultural team. You are flexible, innovative and you collaborate effectively with internal and external stakeholders. You will have minimum 5 years of experience in a similar position, preferably in an international environment, as well as professional qualification and/or relevant technical certification in areas related to the position. You will also have advanced IT skills and be proficient in Microsoft (Outlook, Excel, PowerPoint, Word). In addition, will possess excellent time management skills, as well as an excellent ability to multitask and prioritize work.

We are also looking for someone who is:.

• Conscientious, collegial, and service and client oriented.
• Fluent in written and spoken French and English.
• Attention to detail and problem-solving skills.
• Excellent at planning and delivering results
• Communicates with impact and respect
• Cultural Sensitivity
• Proven integrity - upholding and promoting the highest standards of ethical and professional conduct

We are looking for someone who is eager to truly embody the heart and soul of the Humanitarian Hub, working onsite 5 days a week.

What makes this position attractive?

• A challenging and exciting opportunity to be part of an innovative coworking space, bringing together 5 humanitarian partners and hosted organisations.
• A permanent, full-time contract with NRC in Geneva (candidates need to be EU/EFTA citizens or have a valid work permit for Geneva, Switzerland in order to be eligible for this role - please ensure to include this information in your application);
• Salary and benefits according to NRC Geneva’s salary scale and terms and conditions. This position is a grade 7 on NRC Geneva's 12 grade salary scale, and the starting salary for this position is 98,496.00 CHF annual.

Important: The HHP has a zero-tolerance policy towards the abuse of power, exploitation, bullying, harassment, and discrimination and towards fraud and corruption. Staff behaviour must be seen to be of the highest standard and in keeping with the HHP vision, mission and aims. Therefore, all offers of employment are subject to satisfactory references and appropriate screening checks.

Please also include your CV and motivation letter in your application.

If you are curious and would like to learn more about this opportunity, please see here for the full job description.

Come join our team!