Nonviolent Peaceforce International
Job Title: Administrative Assistant 100%
Duty Station: Geneva (NP Headquarters)
Line Manager: Global Head of People, Culture, and HR
Line Management Responsibility: N/A
Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP). We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath and to help transform the world’s response to conflict situations.
We have an exciting opportunity in our NP Headquarters office to provide a central support service to multiple departments. We 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’s administrative and operational duties.
In 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.
You will provide essential administration and practical proactive support to NP Governance Board as the main support lead. This includes preparing all Board agendas and materials necessary for in-person Board meetings and Board calls; taking meeting minutes, distributing, and publishing them as 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
You will also support the 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 meetings or events. You will be the focal point for the running and management of the Geneva Office to both internal and external partners.
We 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 “can do” attitude, and relish multitasking and problem-solving, we would love to hear from you.
KEY OBJECTIVES AND RESPONSIBILITIES
A. Commitment to NP Principles
- Demonstrate a commitment to NP’s mandate and principles
- Maintain a positive image of the organisation full-time while communicating with external actors, staff or operating in the
B. Support to NP Governance
- Establish an excellent working relationship with the Board Chair and Members of the Board of Directors, Executive Director and Staff organization, and members/leaders in verbal, written, and electronic correspondence
- Maintain, as needed, both mailing & public relations lists of the Board
- Create mailings, presentations, reports for Chair and other materials for the board members
- Mail, track, and follow up on the annual conflict of interest disclosure and create a report for the Board of Directors and Governance review
- Management of Board members’ legal processes for coming on and off the Board
- Lead the administrative support processes related to ensuring NP entities are and remain in full legal This will include managing the notary approval process, liaising with appropriate missions and embassies, etc
- Maintain the Board’s governing documents: Memorandum of Incorporation, Strategic Policies, Board Charter, and Governance Maintain a record of draft revisions to be approved by the Board. Liaise with the Legal Advisors to ensure legal compliance.
C. Support to Finance and HR
- Assist with the day-to-day operation of both functions
- Provide administrative support during budget preparation and audits
- Track and reconcile monthly credit card receipts
- Compilation of quarterly reports and other documents/reports as necessary
- Other administrative support as necessary to the teams and Executive director
D. Geneva Office management support
- Collection and distribution of mail, DHL, registered mail and other correspondence
- Manage office supplies procurement and inventory
- The focal point for service contracts with IT providers
- The focal point for office rental agreements, cleaning providers, and technical services
- Administrative support for legal documents related to the Geneva Office such as notary appointments, Registry of Commerce, and other relevant legal bodies.
- Answer phone calls, provide information to callers or connect callers to appropriate people in the office
- Other support upon request from Line Manager and/or Executive Director
- Logistics arrangements for face–to–face meetings of Board and Senior Management
- Coordination and logistics for HQ Team off-site meetings including team events as necessary
- Develop and maintain a filing system for all logistics requests and support
- Other logistics tasks upon request from Line Manager
ESSENTIAL SKILLS AND QUALIFICATIONS
You will have 2-4 years’ 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.
- Swiss certificate (Certificate Fédéral de Capacité), in commerce and administration or other relevant degree/qualifications
- Since this is a front-facing position, we require a strong command and understanding of English and French
- Minute-taking experience desirable
- Ability to show good judgement related to discretion and confidentiality
- Ability to work independently and take initiative
- Global mindset: global awareness/sensitivity to culture; understanding diverse cultural norms and expectations
HOW TO APPLY
- Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page) detailing their experience and how they qualify for the role. Incomplete applications will not be considered.
- The closing date for applications is Thursday, February 2nd, 2023
- Candidates may be selected before the closing date, apply early
- As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview
- A valid work permit for Switzerland at the time of application is a pre-requisite.
Nonviolent Peaceforce is committed to achieving a 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.
Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, and government guidance and complies with best practices in the Humanitarian and Development sector.
NONVIOLENT PEACEFORCE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). NONVIOLENT PEACEFORCE DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.