Objective

The primary objective of the consultancy is to support an international NGO in its process to register an association in Switzerland and operationalize that association, ensuring that it meets all the financial, operational, legal and regulatory requirements for establishment and operation. The NGO is operating in Geneva (since 2014) and is an employer of record.

Scope of Work

The consultant will be expected to perform the following tasks:

Registration and Operationalization

In close collaboration with relevant internal stakeholders and external advisors the consultant will coordinate a smooth and efficient preparation process so that the new association is operational. Tasks will include, but are not limited to, the following:

Project Management

• Develop a detailed timeline and project management plan for all steps needed. This should include all financial, governance, regulatory and operational elements.
• Update the timeline and plan throughout the process. Provide regular status reports on progress.
• Identify possible solutions to overcome challenges and roadblocks.

Legal and Regulatory Aspects

• Coordinate with internal stakeholders and external legal counsel to manage the document preparation, review and approval process. Assist in drafting and/or reviewing the necessary documents.
• Prepare a full-run down of any changes needed to operations, financial processes and HR in order to fully comply with regulatory standards for Swiss associations.
• Together with internal stakeholders and external advisors coordinate efforts to put in place these changes.

Financial Aspects

• Coordinate with internal stakeholders and external advisors to ensure all financial elements of registration are comprehensively identified, planned for and implemented efficiently and successfully.
• Coordinate and oversee the successful transition of bank accounts, tax registration, social insurances etc. as relevant.
• Prepare a full run down of the new association’s annual reporting, audit, and any other regulatory and financial obligations, including a detailed calendar, to set the new association up for success.

Human Resources, Governance and Operations

• Support the creation of the new Swiss association’s Governance body (board) and with the advice of external advisors and internal stakeholders prepare guidance materials on governance operating procedures.
• As requested provide support for any HR or Operations adjustments of relevance.

Registration and Tax Exemption

• Coordinate the process to apply as an association with charitable status for tax exemption, including direct federal tax and cantonal-municipal tax (incl. VAT).
• Coordinate with the relevant cantonal and federal authorities (Geneva and Swiss government bodies).
• Support the completion and submission of application forms and all required documents to the relevant authorities.
• Facilitate communication and follow-ups with Swiss government offices.

Additional Support

• Provide general advice on best practices for establishing and operating an NGO in Switzerland, including corporate governance, financial management, and legal compliance.
• Support in drafting any necessary internal policies to comply with Swiss legal standards.
• Support the establishment of  a governing body.

Deliverables 

The consultant is expected to provide the following deliverables:

• Detailed project management plan for registration.
• Weekly progress reports.
• List of documentation needed to operationalize the association.
• Detailed list of shifts needed in financial, operational and HR spheres to ensure legal and policy compliance.
• Drafted documents in compliance with Swiss laws.
• Tax Exemption Application prepared and submitted.

• Detailed overview of new association’s obligations re: annual reporting, audit, and any other regulatory and financial and HR obligations, including a detailed calendar, to set the association for success following registration.
• Final Report summarizing the entire process, including any lessons learned and ongoing compliance recommendations.

Consultant Qualifications 

The consultant should have the following qualifications:

• Proven experience in assisting NGOs with successful registration processes in Switzerland, preferably in Geneva.
• In-depth knowledge of Swiss financial, HR and regulatory requirements for Swiss charitable associations, including tax and compliance regulations.
• In-depth knowledge of administering Swiss payroll systems and social insurances.
• Strong understanding of the specific challenges and needs faced by international NGOs operating in Switzerland.
• Fluency in English and strong language skills in French.
• Experience working with NGOs, governmental and/or regulatory bodies in Switzerland.
• A degree in law, business or project management, finance and administration, or a related field.

Duration of the Assignment 

The consultancy is expected to last 6 months starting from June 2025. The consultancy will be for a period of 45-50 days during this period, with the flexibility to adjust time commitment as needed, depending on the demands of the registration process and the specific requirements at various stages.

Reporting and Supervision

The consultant will report directly to senior staff at the INGO. Regular meetings and updates will be required, and the consultant will be expected to provide progress reports on a weekly basis, as agreed.

Interested consultants are invited to submit their CV and their proposed daily rate as soon as possible to anieto@reprorights.org. Applications will be considered on a rolling basis and must be submitted no later than 2 June 2025.