Switzerland: Administrative Assistant

Organization: The Global Community Engagement and Resilience Fund
Country: Switzerland
Closing date: 15 Nov 2016

VACANCY ANNOUNCEMENT

Administrative Assistant

Short Term Position (until June 2017)

(Ref: 2016-13)

This position

The Global Community Engagement and Resilience Fund (GCERF) has an exciting opportunity in its Geneva office for a dynamic Administrative Assistant. The preferred candidate would preferably have experience in human resource administration. The position requires a good command of both English and French.

Experience in a non-profit and/or international organization is not essential but would be an asset.

You would be taking on a diverse set of responsibilities that are critical to the effectiveness and efficiency of the organization, while contributing to the design and development of the administrative systems of a recently established foundation with an exciting mandate.

Purpose of the position

The position is located in the Corporate Service Unit which includes Human Resources, Finance and Compliance, ICT and Administration. The position provides high quality and proactive coordination and assistance to the GCERF Team primarily in the areas of Human Resource Management and Procurement as well as in Finance and Administration.

As GCERF is a recently established organization, the Administrative Assistant is expected to fully contribute to the improvement or development of policies and processes related to the areas of responsibility.

Organisational Setting and Reporting Relationships

The position is being offered on a short-term basis until the recruitment of the HR/Admin Officer who would supervise this position is finalised. The Administrative Assistant report to the CFO.

Accountabilities & Responsibilities

1- Human Resources Management

Administer and coordinate recruitment for staff and interns. Place advert in relevant channels, assist with short listing and test administration, assist in interview planning, attend interviews as needed, prepare/review selection report, prepare contract and make sure new hire completes all administrative procedures, including those related to immigration. Assist with orientation to the extent possible. Test and analyse results of various advertisement channels.

Support and backup the work of the part-time Administration Assistant on leave administration and ensure accurate reports are produced in a timely manner. Analyse reports and make suggestions and recommendations as needed.

Support performance management processes, provide guidance and advice and follow up on progress.

Ensure that HR files are maintained and updated appropriately. Update organisation chart as needed.

Ensure that the insurance and travel assistance companies receive all required information in a timely manner.

Participate in the finalisation of the design of a number of HRM initiatives and support their implementation. (GCERF is developing and strengthening a number of HRM areas such as job grading, compensation management and performance management).

Produce reports and analyses as needed.

Provide support to staff members and supervisors as needed and appropriate.

2- Procurement administration

Support the procurement process by administering large procurement bidding processes and assisting units on smaller procurement administration when requested; ensure procurement actions are made and documented in accordance with the Procurement Regulation.

Serve as the focal point for dealing with corporate service providers (travel agency, IT services, telephony, translation services, landlord, insurance companies etc); help ensure that GCERF manages its operating costs carefully and that GCERF units receive satisfactory services from those providers. Suggest options and steps when issues arise.

Work with the Finance team to ensure compliance from all units in this area and suggest improvements as needed.

3- General Administration

Provide backup for the part time Administrative Assistant in the following areas:

· Finance: Ensure that control processes for certain types of transactions are systematically used, ensure that invoices are received and processed in a timely manner, follow up with staff and vendors as needed. Ensure that the asset register is kept up to date and reconciles with accounting records.

· ICT Support: Serve as back up for the part-time Administrative Assistant when he is out of the office, coordinating and recording requests, supporting telephony and video-conferencing arrangements.

· Office facilities: coordinate office services and safety.

4- Other

Participate in team activities of the Corporate Services Unit. Share suggestions and ideas on the development of policies, regulations and procedures related to GCERF’s administration and human resources management. Supports continuous improvement by highlighting difficulties in implementing procedures or gaps in procedures. Undertake any other task as agreed with supervisor.

Requirements:

Qualifications

A first degree in Commerce, Accounting, Management, Human Resources, IT or related area.

Competencies

  • Strong organizational and planning skills
  • Focus on quality results associated with a strong service orientation
  • Demonstrated ability to work both independently and as part of a team
  • Good judgment in reporting issues and ideas
  • Discretion and ability to keep information confidential
  • Ability to develop and maintain effective relationships with colleagues and external parties
  • Resourcefulness and problem solving abilities
  • Excellent time management skills, ability to multi-task and prioritise work
  • Attention to detail
  • Excellent written and verbal communication skills

Experience

At least 3 years of relevant experience is required.

Work experience in an international or/and non-profit/public context would be an asset.

Languages

Fluency in English and a working knowledge of French are required.

General

Contract Type: Short term until June 2017.

GCERF is committed to diversity within its workforce and encourages applications from all qualified candidates.

The position is based in Geneva. GCERF offers a competitive salary and benefits package.

How to Apply: Please visit the GCERF website at http://www.gcerf.org/about-us/career-opportunities/.

Application Deadline: 15 November 2016

How to apply:

Please visit the GCERF website at http://www.gcerf.org/about-us/career-opportunities/.

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