Administrative Coordinator – Geneva, Switzerland At Geneva Call

Mission

Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect by Armed Groups and de Facto Authorities (AGDA) for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call focuses its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict, working towards the elimination of gender discrimination, protection of civilian infrastructure and humanitarian access.
Geneva Call consists of many diverse nationalities, cultures, languages and opinions. Geneva Call is an inclusive working environment for all its staff. Applications are particularly encouraged from all qualified candidates without distinction on the grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation, and gender identity.

Role

Under the guidance and direct supervision of the Director of External Relations and Support Services, the Administrative Coordinator is responsible for executive level support to the executive team 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 administrative management. The Administrative Coordinator promotes a collaborative, client-focused, quality and results-oriented approach.

Organisational Setting and Work Relationships

The Administrative Coordinator provides support principally on the management of administrative functions such as travel arrangements, visa applications, planning and booking of major events at HQ, preparation of documentation for major meetings; maintain and follow-up on Executive’s calendars and agenda, providing administrative support to the Executive team as needed.

The Administrative Coordinator assists the CD and SMT to identify priority administrative matters that needs to be addressed in a confidential and timely manner. Regular contacts need to be maintained by the Coordinator with external parties, including Permanent Missions in Geneva, UN agencies and other International organisations, Travel Agents or others colleagues, and to obtain assistance of others on matters of relevance to Geneva Call.

The Administrative Coordinator works closely with the Administrative Officer and provides back-up during absence.

Core responsibilities

• Establish and conduct workflow assessments on administrative workflows across the organisation;
• Remove productivity roadblocks as they emerge;
• Ensure processes and procedures comply with relevant policies and regulations;
• Streamline business operations to keep costs within established budgets;
• Drive smooth organisational operations throughout the workday;
• Manage and arrange large events at HQ to include hotels, catering and all necessary arrangements;
• Establish meetings in the agenda of the Director General and Director of Operations;
• Maintain and develop contact with counterparts in Permanent Missions in Geneva as well as government ministries, agencies and other partners, following up on official documents and requests, as well as scheduling and coordination of official meetings;
• Maintain the agenda for the executive team members as directed;
• Management of travel bookings for executive team when travelling from Geneva to other locations in compliance with approved budgets;
• Ensure the settlement of expense claims for the Director General and Directors of the Organisation is completed in a timely manner;
• Confer with the executive team and SMT to secure timely information relevant to matters requiring action, decisions, or signature;
• Ensure relevant information is prepared for meetings and missions by liasing with the appropriate internal and external stakeholders;
• Ensure flow of information within the HQ office by disseminating relevant communications to senior managers and all staff in the office as required;
• Monitor office inventory and organisational costs with the support of the Admin Officer;
• Perform other related duties as required.

Minimum Qualifications

Essential

• A degree in Public Administration or similar extensive experience may be considered in place of a degree.
• Minimum 15 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.
• Progressively responsible, coordination, administrative management experience at CEO level required.
• 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.
• Extensive experience required in organising travel for large groups.
• Highly analytical with excellent problem-solving skills.
• Empathetic leadership style.
• Capable of clearly communicating with others.
• Superb organizational and time-management abilities.

Languages

• Fluency in both written and spoken English and French. Additional language skills in Spanish, Arabic, Russian is a distinct advantage.

Functional Skills

• MS-Office Products to include Sharepoint, Dynamics and Office.

Performance management

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

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

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.

Conditions

• Position: Administrative Coordinator
• Type of contract: Open ended (Swiss contract)
• Activity rate: 100%
• Work place: Geneva, Switzerland
• Preferred start date: 1 March 2024