Civitas Maxima (CM) coordinates a network of national and international lawyers and investigators who work for the interest of victims of international crimes. It operates in situations where no legal action to bring the perpetrators to justice has been successful and works in close partnership with the Global Justice and Research Project (GJRP) based in Monrovia. CM represents victims of war crimes and crimes against humanity from Liberia, Sierra Leone and Ivory Coast.

CM was registered in September 2012 as an association in Geneva, Switzerland, and is recognized by the Swiss authorities as a not-for-profit organization. CM is an equal opportunity employer.

For more information: www.civitas-maxima.org 

Position: Administrative Officer

Contract: Fixed-term contract (1 year), 100% with a possibility to extend to an indeterminate contract under Swiss law

Deadline for application: 19 May 2023

Envisioned starting date: 20 June 2023

Duties and Responsibilities:

Under the responsibility of CM Geneva’s Director, and under the direct supervision of the Head of Operations and the Head of Finance and Administration, the Admin Officer will provide logistical and administrative support to ensure the efficiency and effectiveness running of CM’s office. 

The Administrative Officer is responsible for the following tasks, including but not limited to:

Office management

• Receive and direct incoming calls.
• Ensure timely checking of the office mailbox.
• Ensure office supplies are maintained, including checking inventory and working with vendors to ensure adequate levels of necessary supplies at all times.
• Do a cost-benefit analysis of various options prior to making substantial purchases.
• Maintain service contracts on office equipment and subscriptions in order to ensure the proper execution of administrative services for the office.
• Develop and maintain filing system; maintain and update database.

Administrative and logistical support

• Support with organizing meetings, take minutes of meetings.
• Support with planning of activities, such as public events and training.
• Make travel arrangements such as booking flights, hotel, visa applications.
• Assist in preparing and checking travel expenses.
• Assist in preparing monthly expense reports.

Administrative Human Resources support

• Ensure that Human Resources folders are properly filed.
• Submit and follow up on work permit applications for staff and interns as relevant.
• Support with the recruitment process as needed.
• Monitor spontaneous applications.

IT support

• Ensure staff’s IT needs are met, in close coordination with the IT Consultant.
• Maintain and update IT equipment; install and configure hardware and software.
• Create user accounts and perform access control.
• Implement security protocols and procedures to prevent potential threats to work product security.

Perform other related duties as required.

Education requirement:

• Federal Vocational Baccalaureate (Maturité professionnelle) or equivalent/higher.

Skills and abilities:

• Excellent written and communication skills.
• Proficiency in MS Office, Windows and Mac environment.
• Ability to solve basic network IT problems and willingness to develop these skills.
• French native speaker or equivalent, fluency in written and spoken English.
• Authorization to work in Switzerland (EU national, Schengen Visa or Swiss Permit).

Personal attributes:

• Good interpersonal and time management skills.
• Demonstrated flexibility to adjust to multiple individual work styles.
• Strong administrative skills, meticulous attention to detail.
• Highly motivated and organized.
• Energetic, flexible, and adaptable, be able to work individually or as a team.
• Flexibility and adaptability to work under pressure and meet specific deadlines.
• Respect for other cultures and value systems, ability to work independently and take initiative.

How to apply:

To apply, send an email before May 19, 2023 to jobs@civitas-maxima.org with:

• The specific position for which you are applying in the title of the email.
• CV and Cover Letter.
• No phone enquiries. Only short-listed candidates will be contacted.