Operations Assistant At International Rescue Committee

Background

Over the past 90 years, the International Rescue Committee (IRC) has developed unparalleled expertise in responding to emergencies and helping uprooted communities to rebuild. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster.

The IRC is committed to a culture of bold leadership, innovation in all aspects of our work, creative partnerships and, most crucially, accountability to those we serve. The IRC is a tireless advocate for the most vulnerable.

The Purpose of the Role

Support the operations functions within the IRC Switzerland office and contribute to the effective of our workspace. Under the guidance and leadership of Head of Facilities and Procurement, Europe and Head of Office, Switzerland.

Line Management

• Reports to Head of Facilities and Procurement, Europe
• Managed in Partnership with Head of Office, Switzerland

Key Working Relationships

• Head of Finance, Belgium and Switzerland
• People Manager, Switzerland

Key Responsibilities

• Ensure physical presence at the Geneva Office during contracted hours
• Work with the Head of Facilities and Procurement, Europe to establish and ensure roll out of best operational practices
• Support compliance with Health and Safety and Security requirements and best practice
• Support the development and maintenance of Operations and Facilities Policies and Documents both physical and digital
• Support office management activities – including mail and deliveries, stationery, IT and office supplies, ordering workspace supplies
• Provide reception duties – including answering general correspondence with clients and suppliers (physical and digital),greeting visitors (internal and external)
• Provide all aspects of support for office-based events, initiatives and meetings
• Support key stakeholders and line management, in fulfilling the operational and logistics needs of IRC Switzerland
• Arranging new starter inductions, staff assets and material
• Offboarding departing staff assets
• Maintain asset inventory tracking
• Ensure all areas of the workplace remain tidy and functional
• Replenish refreshment
• Report on issues that may require assistance to line managers
• Liaising with key Workplace suppliers (Regie, cleaner etc)
• Administration of the local workspace booking system and intranet pages.
• Support IRC supply chain processes as required
• Willingness to take on Fire Marshal and First Aider duties
• Remote support for Belgium and United Kingdom when needed
• Adhoc tasks as directed by line managers

Requirements:

• Minimum 2 years’ proven experience working within an office environment and front-of-house.
• Able to work 2.5 days per week onsite at the Geneva office
• Work Authorization in Switzerland
• Fluency in English and French
• Good communication skills, both verbal and written
• Proficient in Microsoft Office programs, such as Excel and Office 365
• Proven problem-solving and customer service skills: the ability to successfully provide support to staff
• Excellent and accurate data entry skills
• Commitment to IRC’s values