Junior Finance & Admin Assistant At FSD

Starting date: as soon as possible

Duration: 80-100% for one year fixed term (with possibility of extension)

Application deadline: Friday, 18 October 2024

ABOUT US

FSD (Fondation suisse de déminage), a Geneva-based humanitarian organisation, has been working to protect civilian populations from landmines and explosive remnants of war for over 25 years. Our teams localise and destroy explosive remnants of war, conduct awareness campaigns and develop socioeconomic assistance projects for victims of accidental explosions. FSD currently employs around 900 people on four continents and has been active in over 30 countries since its foundation in 1997. Learn more at https://fsd.ch.

A team of 50 finance, administrative and ICT professionals are based in the Representative Office of FSD in Manila, Philippines providing support to FSD, its operations and to a small number of other NGOs.

JOB DESCRIPTION

The Head of Finance and Administration oversees all financial and administrative functions within FSD, ensuring compliance, financial health, strategic development and effective support for operations.

We are seeking a motivated Junior Finance and Administration Assistant to support the Head of Finance and Administration in day-to-day operations. This position offers recent graduates or candidates with some experience a one-year opportunity (with possibility of extension) to gain practical experience in international humanitarian finance and administration.

ROLES AND RESPONSIBILITIES

The roles and responsibilities are:

• Financial Management Support:
  • Help gather and consolidate financial data for audits and assist in responding to audit queries.
  • Contribute to the development of financial policies and procedures, ensuring adherence to internal controls.
• HR and Administrative Coordination:
  • Assist in managing personnel records, contracts, and payroll data for the organization’s employees, both in Geneva and abroad.
  • Provide support in recruitment processes, including posting job adverts, scheduling interviews, and managing onboarding documentation.
  • Assist in managing the administrative systems related to facilities and office management in Geneva.
• Document Management and Reporting:
  • Maintain organized financial and administrative records, both digitally and in physical files.
  • Draft and edit internal reports, presentations, and communications for finance and administrative purposes.
  • Assist in preparing materials for internal and external meetings, including compiling financial data and supporting documents.
  • Help organize meetings, take minutes, and track follow-up actions for internal meetings.
• Project and Process Improvement
  • Participate in strategic projects aimed at improving the efficiency and effectiveness of financial and administrative operations.
  • Conduct research on best practices in NGO finance and administration to support the Head of Finance in implementing process improvements.
• Cross-functional Collaboration
  • Work closely with the accounting team in Manila and other departments to ensure smooth communication and efficient workflows.
  • Provide administrative support during board meetings, management team discussions, and financial planning sessions.

MANDATORY COMPETENCIES

• A degree in Business Administration, Finance or a related field, with 1-2 years of relevant work experience (internships, full-time, or part-time roles).
• A solid understanding of financial principles, budget management, and administrative functions.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Strong organizational skills, detail-oriented, and capable of handling multiple tasks simultaneously.
• Excellent written and verbal communication skills in English; knowledge of French is highly desirable.
• Ability to work both independently and as part of a team in a dynamic, multicultural environment.
• A keen interest in humanitarian work and finance within an NGO setting.
• Swiss nationality or a valid residency/work permit is required.

GENERAL

• Work within the framework of FSD’s core values, promoting its ethos and mission statement; especially impartiality and non-political alignment.
• Stay informed of FSD global activities.
• Ensure familiarity with and adhere to all FSD policies and procedures.
• Participate in meetings, networks, trainings and seminars as and when requested by HQ Operations Geneva.
• Undertake any other duties appropriate to the post as may be required.