We are looking for an Administrative Associate (work rate 50%, maternity cover) to organise and coordinate various administrative tasks in-person in WILPF’s Geneva office, as well as remote support to WILPF staff located around the world. We are seeking to hire a motivated and creative team player with an interest in human rights, feminism, and/or NGO management to help support WILPF’s dynamic and innovative HR Team.

Job Purpose and Definition

The Women’s International League for Peace and Freedom (WILPF) is a leading global organisation focused on addressing the root causes of violence through a feminist lens. We are working to create a world of permanent peace built on feminist foundations of freedom, justice, nonviolence, human rights, and equality for all.

We are looking for an Administrative Associate (work rate 50%, maternity cover) to organise and coordinate various administrative tasks in-person in WILPF’s Geneva office, as well as remote support to WILPF staff located around the world. We are seeking to hire a motivated and creative team player with an interest in human rights, feminism, and/or NGO management to help support WILPF’s dynamic and innovative HR Team.

About WILPF: The Women’s International League for Peace and Freedom (WILPF) is an international non-governmental organisation (NGO) with National Sections in over 40 countries, an International Secretariat based in Geneva, and a New York office. Since our establishment in 1915, we have brought together women from around the world who are united in working for peace by non-violent means and promoting political, economic and social justice for all.

Main Responsibilities           

Provide support with the day-to-day administrative management of the Geneva office.

• Support the management of the premises, which may include opening and/or closing the office, maintaining office and IT (Information Technology) equipment, ordering office supplies as needed, and/or maintaining an organised office space.
• Greet visitors at the office and answer incoming telephone calls.
• Receive, sort, and file daily post (mail). Receive packages as needed.
• Support with necessary office filing, both hard copy and electronic.
• Support with various IT tasks (including the purchase and maintenance of IT equipment for Geneva office (as well as remotely). Work closely with WILPF’s existing IT vendor.
• Support with organization of various office events as needed, which may include event and travel logistics, ordering refreshments and other supplies, and/or on-site IT support.

Provide administrative support to WILPF’s International Secretariat (IS) staff based in Geneva, New York, and around the world.

• Support the HR Team with WILPF’s leave management software in the Lucca platform.
• Support the HR Team with declaring accidents/sickness/maternity leave. Maintain all necessary files and records required by insurance and relevant government offices.
• Support the IS with office-wide travel logistics and administration including communication with Travel Insurance provider, travel agent, and supporting staff with accommodations and other travel-related services.
• Support the HR Team with onboarding and offboarding administrative processes both in person and remotely. Support work permit requests and renewals for Geneva-based staff as needed.
• Draft visa letters and employment verification letters for IS staff as needed.
• Ad hoc administrative tasks as needed.

Interdependencies and Reporting

The Administrative Associate will work with the HR and Finance Coordinator (based remotely), Finance Associate (based in Geneva), and other Geneva-based WILPF staff as needed. The Administrative Associate reports to the Human Resources Manager (based remotely).

Knowledge, Skills, and Competencies

• Written and spoken fluency in English and French.
• Excellent administrative and organizational skills, including demonstrated attention to detail and good record-keeping skills.
• Ability to track and maintain a variety of projects and activities simultaneously, while meeting quick deadlines during busy times.
• Ability to establish priorities and to multi-task.
• Ability to work independently and take initiative.
• Ability to collaborate, work well in a team setting, and to build strong and genuine interpersonal relationships across the organisation.
• Proficient in Microsoft Office (Word, Power Point, OneDrive, Excel, and Outlook).
• Demonstrated interest in working with a global, diverse team across time zones and locations, both co-located and remote.
• Demonstrated interest in WILPF’s work, aims and principles.

Experience

• Previous relevant working experience working in an office environment, both in person and remote.
• Previous experience working with diverse teams is a plus.
• Previous experience working in an NGO environment is a plus.

Compensation

WILPF will provide the Administrative Associate with compensation commensurate with experience. The annual gross salary for this position is CHF 30’000, at 50%. The duration of this position is 4 months. In addition, WILPF will pay 100 CHF monthly as a contribution to the health insurance and 25 CHF monthly for wellbeing.

Start Date and Work Schedule

Mid-August 2024. This is a part-time, maternity cover position at 50% work rate (20 hours/week) for 4 months. Exact days and hours to be determined.

Location        

This position is based in Geneva, Switzerland. Only candidates with a right to work in Switzerland will be considered. The candidate will be expected to work from the WILPF Geneva office, with options to telework as needed.                                                                                                             

Submissions                                                                                                                     

Please send a resumé or CV and a cover letter to jobs@wilpf.org with “Administrative Associate” in the subject line. Applications are accepted on a rolling basis until the position is filled, with a submission deadline of July 8, 2024.

Please note that any applications without a cover letter will not be considered. WILPF thanks all applicants for your interest; however, only shortlisted applicants will be contacted. The position will be filled as soon as a suitable candidate has been identified.

WILPF is an Equal Opportunity Employer                             

As an equal opportunity employer, WILPF welcomes applications from all suitably qualified candidates, irrespective of sex, gender, sexual orientation, marital or parental status, ethnic or social origin, disability, religion, or belief. During the different stages of the recruitment process, specific measures may be taken to ensure equal opportunities for candidates with disabilities.