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 seeking to hire an Administrative Associate to provide administrative support to WILPF’s Mobilising Men for Feminist Peace Project and to WILPF’s various MENA projects.

About WILPF: The Women’s International League for Peace and Freedom (WILPF) is an international non-governmental organization (NGO) with National Sections covering every continent, an International Secretariat based in Geneva, and a New York office focused on the work of the United Nations (UN). 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 (listed in priority order)

Meeting Logistics: Travel, Accommodation and Per Diem

• In alignment with WILPF’s procurement policies, coordinate site selection, support with visas, travel, accommodation, disbursement of per diems, and compliance with organizational safety policies for ~15 face to face meetings per year with anywhere from 10-30 attendees.
• Provide administrative support for project staff travel, including to focus on countries.
• Support project staff with event budgeting, planning and financial reporting.

Planning & Internal Communication

• Convene, participate in, and take notes for all virtual and face to face standing meetings:
  • Monthly internal project coordination meeting with other WILPF programmes.
  • Monthly review meetings between WILPF and the MenEngage Alliance.
  • Quarterly partner meetings, including translation of all materials, preparing meeting minutes in all project languages.
• Update DropBox files.
• Maintain a careful filing system on Tresorit (WILPF’s online filing system), ensuring all documents are up to date and accurate.

Budget Monitoring and Payments

• Prepare and process payments submitted by local partners including per diems, expense claims, purchase requisition forms (PRFs), invoices and other administrative expense forms as required.
• Coordinate payments with the partners and with WILPF’s Finance Team and follow up to monitor payment processes.
• Maintain an appropriate filing system relating to the project, to specifically document the payment cycle, ensure maintenance of the project records and filing systems, and safekeep confidential materials.
• Coordinate and act as the focal point for questions relating to finance and administration, acting as a first line of contact between the partner, programme, and Finance Team.

Project Reports

• Share reporting templates with project partners and ensure that they are used.
• Ensure project partners in four focus countries and six local action fund countries know and adhere to project reporting timelines, including especially with regards to submission of project narrative and financial reports.
• Monitor MEL timeline and deadlines. Ensure that the project and partners remain on track.

Knowledge, Skills and Competencies

• Excellent organizational skills with the ability to prioritize work and take initiative. Detail oriented. Ability to quickly pivot to evolving organizational priorities, based on fluid programmatic contexts in complex conflict environments.
• Fluency in written and spoken English (with French, Arabic, or Spanish an advantage).
• Solid knowledge of MS Office software applications.
• Keen interest and commitment to WILPF’s feminist values and mission.
• Ability to establish and maintain effective working relationships with a worldwide team in a hybrid work environment.
• Excellent communication skills. Ability to effectively communicate across a multicultural and multilingual staff, as well as with internationally based membership sections.
• Ability to work autonomously.

Education and Experience 

• Demonstrated experience managing a wide array of administrative tasks, including travel logistics, event planning, and various admin support for meetings such as note taking, agenda dissemination and tech troubleshooting.
• Demonstrated experience managing financial administrative tasks, such as receiving invoices for payments, reimbursement form submissions, and financial reconciliation after an event.
• Previous experience managing a budget is a plus.
• Previous experience in an INGO is a plus.

Compensation

WILPF will provide the Administrative Associate with compensation commensurate with experience. Compensation will also be based on the location of the selected candidate.

Location

This position is remote. The successful candidate will be expected to attend key in-person meetings related to the project(s), as well as other relevant events/meetings for WILPF, to fulfill the duties of the position. Office space is available in Geneva and New York City should the candidate prefer to work onsite.

Submissions

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

WILPF thanks all applicants for your interest; however, only shortlisted applicants will be contacted. APPLICATION DEADLINE: November 30, 2022.

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.