{"id":49739,"date":"2023-01-20T10:29:19","date_gmt":"2023-01-20T10:29:19","guid":{"rendered":"https:\/\/jobs.cagi.ch\/?post_type=job_listing&#038;p=49739"},"modified":"2023-02-03T00:41:24","modified_gmt":"2023-02-03T00:41:24","slug":"nonviolent-peaceforce-international-geneva-permanent-contract-administrative-assistant-100","status":"expired","type":"job_listing","link":"https:\/\/jobs.cagi.ch\/fr\/?post_type=job_listing&p=49739","title":{"rendered":"Administrative\u00a0Assistant"},"content":{"rendered":"<p>Nonviolent Peaceforce International<\/p>\n","protected":false},"author":203,"featured_media":0,"comment_status":"closed","ping_status":"closed","template":"","job_listing_type":[71],"job_listing_category":[57],"job_listing_location":[90],"job_listing_tag":[],"class_list":["post-49739","job_listing","type-job_listing","status-expired","hentry","job_listing_type-permanent-contract","job_listing_category-administration","job_listing_location-geneva"],"metas":{"job-description":"<strong>Job Title<\/strong>:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Administrative\u00a0Assistant\u00a0\u00a0\u00a0\u00a0\u00a0100%\r\n\r\n<strong>Function<\/strong>:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0\u00a0Operations\r\n\r\n<strong>Duty\u00a0Station<\/strong>:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Geneva (NP Headquarters)\r\n\r\n<strong>Line Manager<\/strong>:\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0Global Head of People, Culture, and HR\r\n\r\n<strong>Line Management\u00a0Responsibility<\/strong>:\u00a0N\/A\r\n<h3><strong>ABOUT US<\/strong><\/h3>\r\nNonviolent\u00a0Peaceforce\u00a0(NP)\u00a0is a dynamic, international non-governmental organization. We work with people\u00a0affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP). We\u00a0work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath and to help\u00a0transform\u00a0the\u00a0world\u2019s response to conflict situations.\r\n\r\n&nbsp;\r\n<h4><strong>JOB PURPOSE<\/strong><\/h4>\r\nWe have an exciting opportunity in our NP Headquarters office to provide a central support service to multiple departments. \u00a0We are looking for someone with a passion for organization and accuracy looking to use their skills in complex administration, multitasking and problem-solving to make an impact on NP\u2019s administrative and operational duties.\r\n\r\n&nbsp;\r\n\r\nIn this varied role, you will maintain our reputation for excellence and professionalism by using your high-level organisational, communication and IT skills to provide a key central support function to various teams: HR, Finance and Governance.\r\n\r\n&nbsp;\r\n\r\nYou will provide essential administration and practical proactive support to NP Governance Board as the main support lead. This includes\u00a0preparing\u00a0all Board agendas and\u00a0materials necessary\u00a0for in-person Board meetings and Board calls; taking meeting minutes, distributing, and\u00a0publishing them\u00a0as appropriate while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding corporate entities\r\n\r\n&nbsp;\r\n\r\nYou will also support\u00a0the NP HQ team with administrative and operational duties. This will include performing a variety of administrative tasks, including managing phones and emails, scheduling appointments, and planning\u00a0meetings or events.\u00a0You will be the focal point for the running and\u00a0management\u00a0of the Geneva Office to both internal and external partners.\r\n\r\n&nbsp;\r\n\r\nWe are a small group of collaborators who take pride in their work while supporting each other on the team. If you are naturally organised with a keen eye for detail, a positive \u201ccan do\u201d attitude, and relish multitasking and problem-solving, we would love to hear from you.\r\n\r\n&nbsp;\r\n<h4><strong>KEY OBJECTIVES AND RESPONSIBILITIES<\/strong><\/h4>\r\n<strong>A.\u00a0 Commitment to NP Principles<\/strong>\r\n<ol>\r\n \t<li>Demonstrate\u00a0a commitment to NP\u2019s mandate and principles<\/li>\r\n \t<li>Maintain\u00a0a positive image of the organisation full-time while communicating with external actors, staff or\u00a0operating\u00a0in the<\/li>\r\n<\/ol>\r\n<strong>B.\u00a0 Support to NP Governance<\/strong>\r\n<ul>\r\n \t<li>Establish an excellent\u00a0working relationship with the Board Chair and Members of the Board of Directors,\u00a0Executive\u00a0Director\u00a0and Staff organization, and members\/leaders in verbal, written, and electronic\u00a0correspondence<\/li>\r\n \t<li>Maintain,\u00a0as needed, both mailing &amp; public relations lists of the Board<\/li>\r\n \t<li>Create\u00a0mailings,\u00a0presentations,\u00a0reports for Chair and other materials for the board members<\/li>\r\n \t<li>Mail,\u00a0track, and follow up on the annual conflict of interest disclosure and create a report for the Board of\u00a0Directors\u00a0and Governance review<\/li>\r\n \t<li>Management\u00a0of Board members\u2019\u00a0legal\u00a0processes for coming on and off the Board<\/li>\r\n \t<li>Lead the administrative support processes related to ensuring NP entities are and remain in full legal\u00a0This will include managing the notary approval process, liaising with appropriate missions and\u00a0embassies,\u00a0etc<\/li>\r\n \t<li>Maintain the\u00a0Board\u2019s\u00a0governing documents: Memorandum of Incorporation, Strategic Policies, Board\u00a0Charter,\u00a0and Governance Maintain a record of draft revisions to be approved by the Board. Liaise\u00a0with the Legal Advisors to ensure legal compliance.<\/li>\r\n<\/ul>\r\n<strong>C.\u00a0 Support to Finance and HR<\/strong>\r\n<ul>\r\n \t<li>Assist with the day-to-day operation of both functions<\/li>\r\n \t<li>Provide administrative support during budget preparation and audits<\/li>\r\n \t<li>Track and reconcile monthly credit card receipts<\/li>\r\n \t<li>Compilation\u00a0of quarterly reports and other documents\/reports as necessary<\/li>\r\n \t<li>Other\u00a0administrative support as necessary to the teams and Executive director<\/li>\r\n<\/ul>\r\n<strong>D.\u00a0 Geneva Office management support<\/strong>\r\n<ul>\r\n \t<li>Collection\u00a0and distribution of mail, DHL, registered mail and other correspondence<\/li>\r\n \t<li>Manage\u00a0office\u00a0supplies\u00a0procurement\u00a0and inventory<\/li>\r\n \t<li>The focal point\u00a0for service contracts with IT providers<\/li>\r\n \t<li>The focal point\u00a0for office rental agreements, cleaning providers, and technical services<\/li>\r\n \t<li>Administrative\u00a0support\u00a0for legal documents related to the Geneva Office such as notary appointments, Registry\u00a0of Commerce, and other relevant legal bodies.<\/li>\r\n \t<li>Answer\u00a0phone calls, provide information to callers or connect callers to appropriate people in the office<\/li>\r\n \t<li>Other\u00a0support upon request from Line Manager and\/or Executive Director<\/li>\r\n<\/ul>\r\n<strong>E. Logistics<\/strong>\r\n<ul>\r\n \t<li>Logistics\u00a0arrangements for face\u2013to\u2013face meetings of Board and Senior Management<\/li>\r\n \t<li>Coordination\u00a0and logistics for HQ Team off-site meetings including team events as necessary<\/li>\r\n \t<li>Develop\u00a0and maintain a filing system for all logistics requests and support<\/li>\r\n \t<li>Other\u00a0logistics tasks upon request from Line Manager<\/li>\r\n<\/ul>\r\n&nbsp;\r\n<h4><strong>ESSENTIAL SKILLS AND QUALIFICATIONS<\/strong><\/h4>\r\nYou will have 2-4 years\u2019 proven previous experience in a similarly high-level admin function supporting functions such as secretariat or Boards, non-profits, multiple departments, providing effective personal support at a senior level, in multiple time zones, balancing conflicting priorities and developing, supporting and maintaining relevant processes and systems. Exemplary organisational skills, independence, flexibility, attention to detail and a positive, calm and solution-oriented approach will be essential.\r\n\r\n&nbsp;\r\n\r\n<em>Other skills:<\/em>\r\n<ul>\r\n \t<li>Swiss certificate\u00a0(Certificate F\u00e9d\u00e9ral de Capacit\u00e9), in commerce and administration or other relevant\u00a0degree\/qualifications<\/li>\r\n<\/ul>\r\n<ul>\r\n \t<li>Since this is a front-facing position, we require a strong command and understanding of English and French<\/li>\r\n \t<li>Minute-taking experience desirable<\/li>\r\n \t<li>Ability\u00a0to show good judgement related to discretion and confidentiality<\/li>\r\n \t<li>Ability to work independently and take initiative<\/li>\r\n \t<li>Global\u00a0mindset:\u00a0global awareness\/sensitivity to culture; understanding diverse cultural norms and\u00a0expectations<\/li>\r\n<\/ul>\r\n&nbsp;\r\n<h4><strong>HOW TO APPLY<\/strong><\/h4>\r\n<ul>\r\n \t<li>Candidates\u00a0meeting\u00a0the above requirements are requested to submit a CV (max. 2 pages) and cover letter\u00a0(max. 1 page) detailing their experience and how they qualify for the role. Incomplete applications will not be\u00a0considered.<\/li>\r\n \t<li>The\u00a0closing date for applications is\u00a0<strong>Thursday, February 2nd, 2023<\/strong><\/li>\r\n \t<li>Candidates\u00a0may be selected before the closing date, apply early<\/li>\r\n \t<li>As\u00a0part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment\u00a0before participating in an interview<\/li>\r\n \t<li>A valid work permit for Switzerland at the time of application is a pre-requisite.<\/li>\r\n<\/ul>\r\n&nbsp;\r\n<h4><strong>SPECIAL NOTICE<\/strong><\/h4>\r\nNonviolent\u00a0Peaceforce\u00a0is committed to achieving a 50\/50 gender balance in its staff at all levels. Female candidates\u00a0are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race,\u00a0disability,\u00a0sexual orientation, or age, will be considered for this opportunity.\r\n\r\nNonviolent\u00a0Peaceforce\u00a0acknowledges the duty\u00a0of care to safeguard and promote the welfare of employees,\u00a0contractors,\u00a0volunteers,\u00a0interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding\u00a0practice\u00a0reflects statutory responsibilities, and government guidance and complies with best practices in the\u00a0Humanitarian\u00a0and Development sector.\r\n\r\n&nbsp;\r\n<h4><strong>NO FEE<\/strong><\/h4>\r\nNONVIOLENT\u00a0PEACEFORCE\u00a0DOES\u00a0NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION,\u00a0INTERVIEW\u00a0MEETING,\u00a0PROCESSING, OR TRAINING).\u00a0NONVIOLENT PEACEFORCE DOES NOT CONCERN ITSELF WITH\u00a0INFORMATION\u00a0ON APPLICANTS\u2019 BANK ACCOUNTS.","_job_category":{"57":"Administration"},"organization-type":"NGO \/ ONG","fields-of-action":"","_job_type":{"71":"Permanent contract \/ CDI"},"_job_apply_type":"external","_job_apply_email":"","_job_apply_url":"https:\/\/nonviolentpeaceforce.bamboohr.com\/careers\/235?source=aWQ9Mjg","activity-rate":"100%","_job_salary_type":"monthly","_job_salary":"","_job_experience":"3-5 years","_job_application_deadline_date":"2023-02-02","_job_location":{"90":"Gen\u00e8ve"},"_job_logo":"https:\/\/jobs.cagi.ch\/wp-content\/uploads\/wp-job-board-pro-uploads\/_employer_featured_image\/NP-new-logo-1-150x150.png","_job_employer_name":"Nonviolent Peaceforce International","_job_employer_url":"https:\/\/jobs.cagi.ch\/fr\/employer\/nonviolent-peaceforce-international\/"},"_links":{"self":[{"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing\/49739","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing"}],"about":[{"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/users\/203"}],"replies":[{"embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/comments?post=49739"}],"version-history":[{"count":2,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing\/49739\/revisions"}],"predecessor-version":[{"id":49757,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing\/49739\/revisions\/49757"}],"wp:attachment":[{"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/media?parent=49739"}],"wp:term":[{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing_type?post=49739"},{"taxonomy":"job_listing_category","embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing_category?post=49739"},{"taxonomy":"job_listing_location","embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing_location?post=49739"},{"taxonomy":"job_listing_tag","embeddable":true,"href":"https:\/\/jobs.cagi.ch\/fr\/wp-json\/wp\/v2\/job_listing_tag?post=49739"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}