Nonviolent Peaceforce is hiring an
Job Title: Administrative Assistant 100%
Function: Operations
Duty Station: Geneva (NP Headquarters)
Line Manager: Global Head of People, Culture, and HR
Line Management Responsibility: N/A
ABOUT US
Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP). We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath and to help transform the world’s response to conflict situations.
JOB PURPOSE
We have an exciting opportunity in our NP Headquarters office to provide a central support service to multiple departments. We are looking for someone with a passion for organization and accuracy looking to use their skills in complex administration, multitasking and problem-solving to make an impact on NP’s administrative and operational duties.
In this varied role, you will maintain our reputation for excellence and professionalism by using your high-level organisational, communication and IT skills to provide a key central support function to various teams: HR, Finance and Governance.
You will provide essential administration and practical proactive support to NP Governance Board as the main support lead. This includes preparing all Board agendas and materials necessary for in-person Board meetings and Board calls; taking meeting minutes, distributing, and publishing them as appropriate while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding corporate entities
You will also support the NP HQ team with administrative and operational duties. This will include performing a variety of administrative tasks, including managing phones and emails, scheduling appointments, and planning meetings or events. You will be the focal point for the running and management of the Geneva Office to both internal and external partners.
We are a small group of collaborators who take pride in their work while supporting each other on the team. If you are naturally organised with a keen eye for detail, a positive “can do” attitude, and relish multitasking and problem-solving, we would love to hear from you.
KEY OBJECTIVES AND RESPONSIBILITIES
A. Commitment to NP Principles
B. Support to NP Governance
C. Support to Finance and HR
D. Geneva Office management support
Collection and distribution of mail, DHL, registered mail and other correspondence
Manage office supplies procurement and inventory
The focal point for service contracts with IT providers
The focal point for office rental agreements, cleaning providers, and technical services
Administrative support for legal documents related to the Geneva Office such as notary appointments, Registry of Commerce, and other relevant legal bodies.
Answer phone calls, provide information to callers or connect callers to appropriate people in the office
Other support upon request from Line Manager and/or Executive Director
E. Logistics
ESSENTIAL SKILLS AND QUALIFICATIONS
You will have 2-4 years’ proven previous experience in a similarly high-level admin function supporting functions such as secretariat or Boards, non-profits, multiple departments, providing effective personal support at a senior level, in multiple time zones, balancing conflicting priorities and developing, supporting and maintaining relevant processes and systems. Exemplary organisational skills, independence, flexibility, attention to detail and a positive, calm and solution-oriented approach will be essential.
Other skills:
Swiss certificate (Certificate Fédéral de Capacité), in commerce and administration or other relevant degree/qualifications
Since this is a front-facing position, we require a strong command and understanding of English and French
Minute-taking experience desirable
Ability to show good judgement related to discretion and confidentiality
Ability to work independently and take initiative
Global mindset: global awareness/sensitivity to culture; understanding diverse cultural norms and expectations
HOW TO APPLY
SPECIAL NOTICE
Nonviolent Peaceforce is committed to achieving a 50/50 gender balance in its staff at all levels. Female candidates are strongly encouraged to apply for this position. However, all qualified applicants regardless of their gender, race, disability, sexual orientation, or age, will be considered for this opportunity.
Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, beneficiaries, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities, and government guidance and complies with best practices in the Humanitarian and Development sector.
NO FEE
NONVIOLENT PEACEFORCE DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). NONVIOLENT PEACEFORCE DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.