Background
Interpeace is an international peacebuilding organisation that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in partnership with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government, and the international community (we call it a ‘Track 6’ approach).
Interpeace was originally established by the United Nations and remains its strategic partner. Beyond field-based peacebuilding, Interpeace also assists the international community – particularly the UN – to be more effective in supporting peacebuilding efforts worldwide. This includes contributing innovative thought leadership on peacebuilding policies and practices.
Interpeace is headquartered in Geneva and has offices around the world.
For more information about Interpeace, please visit www.interpeace.org
Position within the Organization
The Administrative Assistant is a member of the Global Operations Unit which encompasses Finance, IT, Administration, Legal, and HR. The Global Operations Unit is led from the Headquarters office in Geneva, although team members are based in different locations around the world.
The Administrative Assistant reports to the Senior Director of Global Operations, but s/he also supports the administrative functions for finance, HR, and IT. When workload permits, s/he provides administrative and logistical support to other units. The position also liaises with external service providers and building management.
Purpose and General Overview
The Administrative Assistant is responsible of the office management in Geneva, for managing travel and bookings at Headquarter levels (and coordinating with other offices), filing and coordinating the logistics for events and conferences, and supporting administrative procedures for offices outside HQ.
Duties and responsibilities
- Specific Duties
Office management and Reception
- Maintain up-to-date global information on preferred vendors and consultancy rosters in coordination with all offices and units
- Coordinate with Cantonal and Federal administration (registration, declaration, exemption, TVA recovery claim)
- Liaise with IHIED building management and other relevant technical services (telecommunications, electronic services, etc.)
- Screen and forward incoming e-mails received in the info e-mail accountMonitor stock of stationary, kitchen and other office supplies, place orders and replenish as necessary
- Maintain the inventory of office equipment, non-expendable property, and services in Geneva as well as the external warehouse management,
- Maintain a presence at the reception, welcome and receive visitors
- Receive and screen incoming telephone calls
- Receive and open incoming mail - including on confidential matters - copying and circulating as necessary
- Coordinate visitors’ badges and provide any other logistical assistance that may be required
- Coordinate DHL and other outgoing mail
- Act as Focal Point for the Geneva warehouse maintenance
- Prepare correspondence on administrative matters
- Maintain the office spaces always organized
- Assist with maintenance of records and portfolio lists as requested
- Support the Executive assistant in readiness for entities registration and documentation
Logistics
- Coordinate Travel Authorizations (TAs) for the team in HQ, this includes liaising with the travel agency for flight ticket purchases, with HR for required insurances, and with finance for travel advances
- Assist in travel organization including booking accommodation in Geneva and updating the Hotel Booking Summary
- Coordinates with other Admin assistants at Interpeace offices to ensure that travel processes maintain the defined standard process
- Support the organization of events and/or conferences in Geneva. This includes requesting quotes, coordinating catering, and liaising for facility rental
- Support the acquisition of visas, this includes drafting letters and compiling the dossiers
- Process renewals of Interpeace ID cards and Interpeace visit cards for employees
Finance Administration
- Review incoming CHF invoices to ensure they have been correctly approved and then upload and email to “Payments” or “Credit Cards” accordingly
- Share the credit cards statements with the finance team and support the approval process with management
Other support
- Intern administration onboarding
- Coordinating of inductions for new joiners in Geneva
- Other Administrative ad hoc requests
Qualifications
Education
- Completion of secondary school education or commercial, vocational school or Certificat Fédéral de Capacité (CFC).
Experience
- At least 2 years of relevant experience in administration, logistics and reception
Competencies
- Excellent verbal and written communication skills in English and French.
- Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
- Basic understanding of Swiss HR administration.
- Advanced organization and coordination skills.
- Diligence and attention to details.
- Ability to prioritize work assignments from different units, perform routine work independently, meet deadlines and adapt to changing demands.
- Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
- Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behaviour and attitudes.
- Ability to deal with confidential information and/or issues using discretion and good judgment.
Interpeace Competencies
- Collaboration and Weaving
- Communication
- Drive for results
- Adaptability and Continuous Learning
- Respect for Diversity
Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and the promotion of a gender dimension in all its work. We welcome applications from women and men, and those with disabilities.
Other terms of employment
- Interpeace values diversity among its staff and aims to achieve gender equality both through gender parity at all levels of the organisation and promoting a gender dimension in all its work. We welcome applications from people of all genders and those with disabilities.
Gross annual salary: CHF 63’500 to max. CHF 65’520 (salary commensurate with experience and internal salary grid). In addition, a health insurance contribution and other benefits are provided.