Administrative Assistant

Location

Geneva office

Duration

Open-Ended Contract

Full/part-time

80%

Start date

As soon as possible

Closing date for applications

16 April 2023

Purpose/Summary 

The People & Culture division of the GICHD drives organisational change in alignment with the strategy, leads initiatives to ensure the organisation lives its core values and offers support services that are organized into four service lines under the Head, People & Culture: Human Resources, Conferences & Travel, Knowledge & Archives, Legal Compliance & Safeguarding.
The Administrative Assistant will contribute to the success of the People & Culture division by providing support to the travel service, the conferences service and the office management

Areas of Responsibility 

Travel Service & Conference – 50% time
- Assist and function as a backup support travel, accommodation, travel insurance communication and visa request of GICHD staff and conference delegates
- Assist with the organisation and logistics of hybrid and onsite meetings, conferences, and trainings in Switzerland which includes booking catering, conference rooms and IT equipment
- Provide administrative support to the Director during the absence of the primary incumbent and to the Head, People & Culture

Office Management – 50% time
- Support the division with administrative services including reception of visitors and phone switchboard.
- Gather internal communications for the intranet platform and moderate the platform for compliance with internal policies.
- Support Sharepoint internal process implementation and suggest improvements
- Provide support to GICHD staff with the set-up of our meeting facilities and assist with video conference accessibility. 
- Provide assistance to the logistics and management of office and workspace; coordinate the set-up of workspace with the facility service and the IT centre; order office stationery from suppliers. 

Other 
- Operate in compliance with organizational regulations and rules, including the policies of applicable employee agreements
- Perform other responsibilities, as may be required

Profile requirements

- Commercial maturity / diploma is preferred
- A minimum of two years of experience working in an office environment or assisting in events.
- Fluent in English and French, verbal and written.
- Experience working in international settings and/or non-profit organizations
- Skilled in handling a variety of administrative tasks, including travel bookings
- Excellent computer literacy skills, proficient user of MS Office applications, Teams, video-conference equipment
- Strong initiative and follow-through, the capacity to think creatively and strategically
- Service-oriented attitude, excellent communication and inter-personal skills enabling effective relationships with colleagues, internal clients and other stakeholders from diverse cultures.
- Ability to multi-task effectively, including having good planning and organization skills
- Ability to make sound decisions consistent with functions and ability to work under pressure

Applications

This position is opened to candidates on a local-hire basis and is not eligible for relocation benefits; international candidates cannot be considered unless they have a valid work permit in Switzerland. The GICHD seeks exceptional applicants and offers competitive compensation and employer paid benefits.

If you wish to join our mission and you have the desired profile to take on this role, we look forward to receiving your application. Please provide your application in English and include a CV of maximum 2 pages, a letter of motivation and your earliest date of availability.

The GICHD implements a Gender, Diversity & Inclusion policy and is an equal opportunities employer. Applications are encouraged from women and men, nationals of mine-affected countries and individuals with a disability or special needs, who meet the above profile requirements.

About us

The Geneva International Centre for Humanitarian Demining (GICHD) works towards reducing risks to communities stemming from explosive ordnance, with a particular focus on mines, cluster munitions, other explosive remnants of war and ammunition storages. The Centre helps develop and professionalise the sector for the benefits of its partners: National and local authorities, donors, the United Nations, other international and regional organisations, non-governmental organisations, commercial companies and academia. It does so by combining three distinct lines of service: field support focused on capacity development and advice, multilateral work focused on norms and standards, and research and development focused on cutting-edge solutions. These efforts are facilitated from the GICHD's location within the Maison de la Paix in Geneva.

GICHD website www.gichd.org

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For further information please contact us by e-mail at hr@gichd.org>