Background

The IHF is a global not-for-profit, non-governmental membership organization. Established in 1929 and headquartered in Geneva, the IHF is the global voice of hospitals and health systems.

Through our membership, we connect healthcare leaders, supporting them to excel through training and development. We create forums for international, peer to peer knowledge exchange and learning. Our events, programmes, and special interest groups showcase good practices. We work in partnership with international organizations on key issues for our members.

The International Hospital Federation (IHF) and its Geneva Sustainability Center (GSC) is seeking an Administrative and Office Manager to join its team.

Position overview

The Administrative Officer is a core operational role within the IHF Secretariat. The postholder ensures effective office management and provides administrative, bookkeeping, and HR-related support across the organisation, including selected activities of the Geneva Sustainability Centre (GSC).

This is a hands-on role in a small, international NGO environment. The position is open at 80–100%, making it attractive to candidates seeking flexibility while retaining responsibility and impact. The role reports to the IHF Chief Operating Officer (COO) and works closely with the IHF CEO, wider team, and external service providers (accounting, payroll, IT, bank).

Description

Office management

• Organize office supplies, coordinate maintenance, and build positive relations with external suppliers and partners.
• Contribute to the management of shared email inboxes and respond to general enquiries received through office phone.
• Monitor services from suppliers, ensuring compliance with agreements and anticipating needs (e.g. support hours IT provider).

Administrative coordination

• Contribute to the organization of team meetings or internal events (e.g. IT setup staff meetings, gather supplies or book venue/meeting room).
• Prepare administrative documents, reports, and internal communications (e.g. yearly reports for travel insurance, how to submit claims to insurance).
• Contribute to maintain filing system (digital and physical) and ensure proper documentation.
• Act as point of contact for general, document-related or administrative questions from the team.
• Ad-hoc support for IHF and GSC programmes and/or events.

Bookkeeping and payment coordination

• Prepare invoices (receivables), support payment collection and process payment receipts for annual membership fees.
• Communicate with IHF members and partners to complete supplier registrations, provide necessary documentation to collect payments.
• Prepare the IHF and the GSC budgets.
• Prepare monthly financial tracking and reporting (monthly update to follow-up on open invoices, update spreadsheets, track project-based revenues/expenses).
• Prepare and pre-enter invoices for e-banking payments to suppliers.
• Maintain organized financial files.
• Liaise with bank and credit card company for administrative matters.
• Coordinate with accountant for annual closings.
• Assist with audits and reporting requirements when needed.
• Enter invoices in the accounting system.
• Process monthly staff reimbursement and verify supporting documents, support payroll preparation, and liaise with payroll/HR company for team’s questions.

Executive Assistant to the CEO and HR support

• Support calendar organization, travel arrangements, reimbursements, and other logistics requests for the IHF CEO and COO.
• Support staff onboarding and offboarding processes, coordinating with the team and external stakeholders.
• Maintain internal HR files up to date, track deadlines (e.g. renewal badges, employment agreements).

Profile requirements

• Minimum of 5 years’ experience in a similar position and organization, including a track record on administrative and bookkeeping management.
• Strong coordination skills, including experience in managing multiple deliverables from start to finish.
• Proven organizational, analytical, and problem-solving skills.
• Be flexible and demonstrate careful judgement in prioritizing competing priorities; able to and change focus and adapt workplans to accommodate shifting or additional requirements.
• Fluent in French and English with excellent oral and writing skills (the operating language of the IHF is English).
• Highly proficient in the use of Microsoft Office systems, including Word, Outlook, Teams, PowerPoint, Excel, and SharePoint.
• Ability to work independently, managing office/home-based time, blending in-person and virtual approaches as required.
• Swiss citizen or a valid work permit for Switzerland at the time of application is a pre-requisite.

How to apply

Please email your application (in English) to ihf.secretariat@ihf-fih.org with the subject 'Application: Administrative Officer'. 

Attach to your email:

• a cover letter describing your motivations and relevant experience for this position (maximum of one page).
• a concise CV or resume.

Application deadline: 30 January 2026.

Start day: As soon as possible.

The IHF is committed to fostering an organizational culture which values respect, teamwork, and excellence, and to building a working environment in which all staff are empowered and respected. In recruiting candidates, we seek candidates with the proven skills required, irrespective of race, gender, religion or belief, age, disability, or sexual orientation.