The Logistic Assistant reports to the Head of Support Services.
The role provides efficient and continual support to all departments on logistical matters.
Tasks & Responsibilities
- Order processing: Support in the organisation and management of suppliers’ contracts, including collecting all necessary documentation and ensuring coherent follow-up.
- Support collecting offers and editing logistic documents (purchase requests, comparative bid analyses, derogations, purchase orders, and so on), follow up and track the same, in liaison with all HQAI departments.
- Inventory management: Monitor and improve Assets filing system and tools.
- Follow-up security of travel in collaboration with external service providers.
- Support HQAI’s direction in organising travel and logistical arrangements in line with internal rules and donor requirements
- Filing documents: Contribute to monitoring, maintaining and improving digital and manual filing systems, processes and tools.
- Support in preparing and implementing new processes
- Monitor HQAI’s environmental tracker, report on indicators and contribute to the learning and improvement process.
- Support drafting, editing, and disseminating administrative communication to Geneva and federal authorities.
Qualifications
Professional knowledge and experience
- Business administration, Finance, Logistic, or other equivalent equivalent University Degree, Administrative Assistant;
- At least 5 years of experience in administrative and logistic support roles,
- A minimum of 2 years experience in a Non-governmental organisation is necessary.
- Excellent knowledge of Microsoft Office Suite, organisational software, and Apple environment; general and solution-oriented understanding of IT issues
Competences
- Self-reliant and open-minded;
- Excellent problem-solving skills with attention to detail;
- Pro-active, organised, hard-working and reliable individual and work style
- Team player with good interpersonal and organisational skills, flexible
- Excellent written and spoken English and French are a plus.
How to apply
Interested candidates should submit their applications (CV, cover letter, 2 references and salary expectations) by email to recruitment@hqai.org, mentioning the job title in the subject line, by February 21, 2024.
Please include two references and salary expectations in the application file to be considered for the position.
Please note that HQAI practices a reference check through the Misconduct Nondisclosure Scheme (MDS) for all new employees. By applying to the opening position inside HQAI, you agree in advance to this reference check. For more information on MDS, https://misconduct-disclosure-scheme.org
We will only consider persons with the right to work in the country. Due to the expected high volume of applications, only shortlisted candidates will be contacted. If you don’t get any return from HQAI within six weeks after the closing date, please consider that you have not been selected.