We are looking for a motivated, creative, and methodical team player to provide administrative and logistical support to WILPF’s amazing leaders and activists who are working for feminist peace around the world.

The Administrative & Logistics Associate’s main responsibility is to support the Membership Team with the practicalities related to meetings and events, in particular supporting meeting logistics and accompanying tasks related to the meeting participants.

Main Responsibilities

• Support the logistics related to WILPF’s delegation to the 2022 United Nations Climate Change Conference (COP27) in Egypt on 6-19 November, 2022 from Geneva:
• Prepare and process per diems, expense claims, purchase requisition forms, invoices, and other administrative expense forms as required.
• Monitor the budget of the event. According to need, liaise with the travel agent, hotels, and delegation members in the event of unforeseen events.
• Support the preparation and follow-up of WILPF’s International Board (IB) meeting on 3-8 December, 2022 in Geneva:
• Collect practical information from participants and help prepare a logistics note for the week.
• Liaise with the travel agent, hotels, and meeting participants in relation to travel itineraries, tickets and other practicalities and needs on-site.
• Prepare and process per diems, expense claims, purchase requisition forms, invoices, and other admin expense forms as required.
• Monitor expenditures by updating budget sheets and planning overviews.
• Support the logistics during WILPF’s International Board (IB) meeting on 3-8 December, 2022 (availability required during this full week and weekend in Geneva and will be compensated accordingly).
• Manage booking of venues and group activities (meals, local travel, etc.) for the week.
• Organise and distribute per diems in collaboration with the Finance Team.
• Help prepare the set-up and breakdown of the meeting venue.
• Arrange meals and transport as required during the meeting week.

Other ongoing team tasks:

• Support preparation and implementation of the online Advisory Board meeting (such as: registrations, note-taking, virtual meeting hosting, etc).
• Support the team with administrative and occasional translation (English-French) tasks related to ongoing work.

Interdependencies and Reporting

The Administrative & Logistics Associate will work with the Governance Liaison and Environment Focal Point as part of the Membership Team, and reports to the Membership Manager, all based in Geneva.

Knowledge, Skills and Competencies:

• Fluency in written and spoken English and French
• Solid knowledge of MS Office, and ability to adapt to additional tools such as AirTable, Asana
• Detail-oriented and organised
• Strong communication and service skills
• Flexible, solution-oriented and able to work autonomously
• Coordinate multiple projects concurrently and meet critical deadlines
• Develop and maintain accurate records and files
• Keen interest and commitment in WILPF’s values and mission

Education and Experience:  

• Demonstrated experience managing a wide array of administrative tasks, including travel logistics, event planning, and various administrative support for meetings such as note taking, agenda dissemination, and tech troubleshooting.
• Previous experience in an INGO a plus

Conditions

Terms:                                                50% work rate

Location:                                             Geneva

Gross annual Salary:                        2,500 CHF/month

Start Date:                                          ASAP, ideally starting in October 2022

Length of contract:                           2 months

Submissions

Please send a resumé or CV and a cover letter to jobs@wilpf.org with “Administrative & Logistics Associate, Membership Team” in the subject line.

WILPF thanks all applicants for your interest; however, only shortlisted applicants will be contacted.

The position will be filled as soon as 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.