Office Assistant

Background

Interpeace is an international peacebuilding organisation that strengthens the ability of societies to manage conflict themselves in sustainable and non-violent ways. Interpeace designs and delivers its work tailored to each situation in partnership with local partners and communities, based on extensive consultation and research. Interpeace also ensures that the processes of conflict management and change that it supports are integrated at all levels of society including local communities, civil society, government, and the international community (we call it a ‘Track 6’ approach).

Position & Purpose within the Organization

The Office Assistant is a member of the Global Secretariat. The Office Assistant reports to the Global Secretariat Support Officer. When workload permits, s/he provides administrative and logistical support to other units. The position also liaises with external service providers and building management.

The Office Assistant is responsible of the office management in Geneva, for managing travel and bookings at Headquarter levels (and coordinating with other offices), filing and coordinating the logistics for events and conferences, and supporting administrative procedures for offices in and outside HQ.

Duties

Specific Duties

Office management and Reception

• Oversee general office management, including supply orders, managing incoming invoices and processing for payments,
• Maintain up-to-date global information on preferred vendors
• Coordinate incoming and outgoing post mail and deliveries
• Coordinate with Cantonal and Federal administration (registration, declaration, exemption, VAT recovery claim)
• Greeting and assisting visitors, answering and directing phone calls
• Act as the focal point with vendors for office maintenance
• Maintain supply inventories and ensure office spaces are organized at all times
• Monitor stock of stationary, kitchen and other office supplies, place orders and replenish as necessary
• Maintain the inventory of office equipment, non-expendable property, and services in Geneva as well as the external warehouse management
• Coordinate visitors’ badges and provide any other logistical assistance that may be required
• Coordinate DHL and other incoming and outgoing mail

Logistics

• Coordinate Travel Authorizations for the team in HQ, this includes liaising with the travel agency for flight ticket purchases, with HR for required insurances, and with finance for travel advances
• Assist in travel organization including booking accommodation in Geneva and updating the Hotel Booking Summary
• Coordinates with other colleagues at Interpeace offices to ensure that travel processes maintain the defined standard process
• Support the organization of events and/or conferences/Governing Boards in Geneva. This includes requesting quotes, coordinating catering, and liaising for facility rental.
• Support the acquisition of visas, this includes drafting letters and compiling the dossiers
• Process renewals of Interpeace ID cards and Interpeace visit cards for employees

Finance Administration

• Review incoming CHF invoices to ensure they have been correctly approved and then upload and email to “Payments” or “Credit Cards” accordingly
• Share the credit cards statements with the finance team and support the approval process with management
• Other Administrative ad hoc requests

Qualifications

Education

• Completion of secondary school education or commercial, vocational school or Certificat Fédéral de Capacité (CFC).

Experience

• At least 4 years of relevant experience in administration, logistics, events coordination

Competencies

• Excellent verbal and written communication skills in English and French.
• Thorough knowledge of practices and procedures for preparing administrative documents and maintaining file systems.
• Advanced organization and coordination skills.
• Diligence and attention to details.
• Ability to prioritize work assignments from different units, perform routine work independently, meet deadlines and adapt to changing demands.
• Ability to determine relevant background and reference materials for others, and to screen for urgency and priority.
• Ability to work in a multicultural environment successfully and to demonstrate gender-responsive and non-discriminatory behaviour and attitudes.
• Ability to deal with confidential information and/or issues using discretion and good judgment.

Interpeace Competencies

• Collaboration and Weaving
• Communication
• Drive for results
• Adaptability and Continuous Learning
• Respect for Diversity