Administrative Associate

Vor 3 Tagen

Geneve, Schweiz Women's International League for Peace and Freedom Vollzeit

We are looking for an Administrative Associate (work rate 50%, maternity cover) to organise and coordinate various administrative tasks in-person in WILPF’s Geneva office, as well as remote support to WILPF staff located around the world. We are seeking to hire a motivated and creative team player with an interest in human rights, feminism, and/or NGO management to help support WILPF’s dynamic and innovative HR Team.

**Job Purpose and Definition**

**The Women’s International League for Peace and Freedom (WILPF)** is a leading global organisation focused on addressing the root causes of violence through a feminist lens. We are working to create a world of permanent peace built on feminist foundations of freedom, justice, nonviolence, human rights, and equality for all.

**We are looking for an Administrative Associate **(work rate 50%, maternity cover) to organise and coordinate various administrative tasks in-person in WILPF’s Geneva office, as well as remote support to WILPF staff located around the world. We are seeking to hire a **motivated and creative team player** with an **interest in human rights, feminism, and/or NGO management **to help support WILPF’s **dynamic **and **innovative **HR Team.

**About WILPF**:The Women’s International League for Peace and Freedom (WILPF) is an international non-governmental organisation (NGO) with National Sections in over 40 countries, an International Secretariat based in Geneva, and a New York office. Since our establishment in 1915, we have brought together women from around the world who are united in working for peace by non-violent means and promoting political, economic and social justice for all.

**Main Responsibilities**

Provide support with the day-to-day administrative management of the Geneva office.
- Support the management of the premises, which may include opening and/or closing the office, maintaining office and IT (Information Technology) equipment, ordering office supplies as needed, and/or maintaining an organised office space.
- Greet visitors at the office and answer incoming telephone calls.
- Receive, sort, and file daily post (mail). Receive packages as needed.
- Support with necessary office filing, both hard copy and electronic.
- Support with various IT tasks (including the purchase and maintenance of IT equipment for Geneva office (as well as remotely). Work closely with WILPF’s existing IT vendor.
- Support with organization of various office events as needed, which may include event and travel logistics, ordering refreshments and other supplies, and/or on-site IT support.

Provide administrative support to WILPF’s International Secretariat (IS) staff based in Geneva, New York, and around the world.
- Support the HR Team with WILPF’s leave management software in the Lucca platform.
- Support the HR Team with declaring accidents/sickness/maternity leave. Maintain all necessary files and records required by insurance and relevant government offices.
- Support the IS with office-wide travel logistics and administration including communication with Travel Insurance provider, travel agent, and supporting staff with accommodations and other travel-related services.
- Support the HR Team with onboarding and offboarding administrative processes both in person and remotely. Support work permit requests and renewals for Geneva-based staff as needed.
- Draft visa letters and employment verification letters for IS staff as needed.
- Ad hoc administrative tasks as needed.

**Interdependencies and Reporting**

The Administrative Associate will work with the HR and Finance Coordinator (based remotely), Finance Associate (based in Geneva), and other Geneva-based WILPF staff as needed. The Administrative Associate reports to the Human Resources Manager (based remotely).

**Knowledge, Skills, and Competencies**
- Written and spoken fluency in English and French.
- Excellent administrative and organizational skills, including demonstrated attention to detail and good record-keeping skills.
- Ability to track and maintain a variety of projects and activities simultaneously, while meeting quick deadlines during busy times.
- Ability to establish priorities and to multi-task.
- Ability to work independently and take initiative.
- Ability to collaborate, work well in a team setting, and to build strong and genuine interpersonal relationships across the organisation.
- Proficient in Microsoft Office (Word, Power Point, OneDrive, Excel, and Outlook).
- Demonstrated interest in working with a global, diverse team across time zones and locations, both co-located and remote.
- Demonstrated interest in WILPF’s work, aims and principles.

**Experience**
- Previous relevant working experience working in an office environment, both in person and remote.
- Previous experience working with diverse teams is a plus.
- Previous experience working in an NGO environment is a plus.

**Compensation**

WILPF will provide the Administrative Associate wit

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