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Appel de Genève/Geneva Call is looking for a “Administrative Officer.”

Geneva (Switzerland)

  • Organization: Geneva Call
  • Location: Geneva (Switzerland)
  • Grade: Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2020-10-31

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In situations of armed conflict, Geneva Call, as a neutral, impartial and independent international humanitarian organization, endeavors to strengthen the respect of humanitarian norms and principles by armed non-State actors, in order to improve the protection of civilians, while supporting local communities in their efforts to enhance their own protection. Appel de Genève/Geneva Call is a private, not-for-profit, humanitarian organization foundation under Swiss law, founded in 1998.

Role

Under the guidance and direct supervision of the General Director, the Administrative Officer is responsible for the Executive Support to the General Director and the two Directors of the Organisation. He/she analyses and interprets the administrative rules and regulations and provides solutions and support on issues related to the executive team and general administration management. The Administration Officer promotes a collaborative, client-focused, quality and results-oriented approach.

The Administrative Officer works in close collaboration with all the support services teams in the Department of External Relations and Support Services as well the teams in the Department of Operations.

Activities

Summary of Key Functions

  1. Direct support provided to the General Director for meetings, agenda setting and minute taking

  2. Administrative Support to the Directors of Operations and External Relations and Support Services

  3. Focal point for contract management of goods and services for the Geneva Office

  4. Management of Geneva Call premises

  5. Administrative management of travel arrangements for Geneva based staff

  6. Organise events in Geneva with local authorities and provide all the administrative management of such public events with internal and external stakeholders

  7. Provides support the General Director on administrative matters to include arranging meetings, agenda setting and minute taking

  8. Establishes meetings in the agenda of the General Director and takes minutes of meetings as required including support to established meetings such as the Director level meetings and management team meetings as examples.

  9. Maintains and develops contact with counterparts in Permanent Missions in Geneva as well as government ministries, agencies and other partners, to provide the necessary information for meetings, following up on official documents and requests, as well as scheduling and coordination of official meetings.

  10. Maintain documentation of decisions and correspondence and actions taken on liaison issues and keep electronic filing up to date.

  11. Builds and/or enhance relationships with key stakeholders ensuring correct and timely sharing of information between stakeholders

  12. Maintains a database on contact details in relation to Permanent Missions and global formal contacts.

  13. Preparation of agendas and supporting documentation for the internal meetings

  14. Administrative Support to the Office and to the Directors of Operations and External Relations and Support Services

  15. Establishes meetings in the agenda of both Directors and takes minutes of meetings as required

  16. Manages correspondence received and to be sent by mail

  17. Maintains contact lists for suppliers and staff for the Geneva Office

  18. Maintains the inventory of stationary and supplies for the office

  19. Maintain documentation of decisions and correspondence and actions taken on liaison issues and keep electronic filing up to date.

  20. Focal point for contract management of goods and services for the Geneva Office

  21. Negotiation of contracts with vendors and service providers to ensure cost-effective services and of quality and timely service.

  22. Ensure continuity of provision of goods and services through a transparent and competitive procurement process.

  23. Ensures management of Geneva Calls premises, focusing on achievement of the following results:

  24. Reception duties and management and organisation of common premises areas

  25. Overall management of office premises; follow-up with authorities regarding arrangements and responsibilities under the agreement for the premises in Geneva as well as premises lease renewals for field offices in consultation with the Regional Office/Country Office Directors and related management teams.

  26. Promotion of energy-saving and implementation of green office policy.

  27. Scheduling and monitoring of maintenance/repair/cleaning. Supervision of the Geneva cleaning and maintenance team to ensure effective and efficient services are provided.

  28. Ensures effective management of travel arrangements for Geneva based staff and focal point for travel booking and certifying of payment of travel invoices.

· Management of travel bookings for Geneva based staff or staff travelling from Geneva to other locations in compliance with approved budgets

· Focal point for contact and follow up with travel agent regarding bookings and re-bookings

· Management and oversight of the billing received from the travel agency and

Settlement of expense claims for the General Director and Directors of the Organisation

Main qualifications

Education:

  • A degree in Public Administration or similar. Extensive experience of ten years or more may be considered in place of a bachelor’s degree in a relevant discipline.

Experience:

  • Minimum 10 years of relevant experience in administrative management is required. The experience should cover all aspects of the functions described above. Experience working in an international organisation setting, in the United Nations, Permanent Missions or similar is an essential requirement for the role.
  • Experience in organising large-scale events and coordinating arrangements across multiple stakeholders in multiple locations.
  • Expert level experience in the usage of computers and office software packages is required.

Language:

  • Fluency, written and oral, in both French and English is required for the role. Knowledge of other United Nations working languages such as Arabic, Russian, or Spanish is a strong asset.

Competencies:

Treats all individuals with respect; responds sensitively to differences and encourages others to do the same. Upholds organizational and ethical norms. Maintains high standards of trustworthiness. Role model for diversity and inclusion.

Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others. Acts as a role model, motivates, directs and inspires others to succeed.

Demonstrates understanding of the impact of own role on all partners and always puts the end beneficiary first. Builds and maintains strong external relationships and is a competent partner for others.

Efficiently establishes an appropriate course of action for self and/or others to accomplish a goal. Actions lead to total task accomplishment through concern for quality in all areas. Sees opportunities and takes the initiative to act on them. Understands that responsible use of resources maximizes our impact.

Open to change and flexible in a fast paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behaviour. Performance is consistent, even under pressure. Always pursues continuous improvements.

Evaluates data and courses of action to reach logical, pragmatic decisions. Takes an unbiased, rational approach with calculated risks. Applies innovation and creativity to problem-solving.

Expresses ideas or facts in a clear, concise and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.

Conflict of interest

Any candidate affiliated to, or openly supporting, one or more interest groups opposed to the Foundation’s principles and values, or whose previous position could engender safety issues for co-workers at Appel de Genève / Geneva Call, will be excluded from this selection process.

The employee will be accountable for the responsibilities and the competencies, in accordance with the Geneva Call Performance Management guidelines. The following documents will be used for performance reviews:

  • Job Description
  • Action plan
  • Performance Review Template

Conditions

· Position : Administrative Officer

· CDI contract, based in Geneva

· 100%

· Preferred start date : ASAP

Application

To apply, please send your cover letter, CV, work certificate / recommendation letter, diploma and proof of non-criminal record in PDF format to hr-vacancies@genevacall.org, Ref: “Administrative Officer” no later than 31 October 2020.

All applications will be kept confidential. Please note only shortlisted candidate will be contacted for further processing.

We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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