Administrative Coordinator

vor 2 Wochen

Geneve, Schweiz Geneva Call Vollzeit

**Mission**:

- Geneva Call is a neutral and impartial non-governmental organization dedicated to promoting respect by Armed Groups and de Facto Authorities (AGDA) for international humanitarian norms in armed conflict and other situations of violence, in particular those related to the protection of civilians. Geneva Call focuses its efforts on banning the use of anti-personnel mines, protecting children from the effects of armed conflict, prohibiting sexual violence in armed conflict, working towards the elimination of gender discrimination, protection of civilian infrastructure and humanitarian access.

**Role**:

- Under the guidance and direct supervision of the Director of External Relations and Support Services, the Administrative Coordinator is responsible for executive level support to the executive team of the Organisation. He/she analyses and interprets the administrative rules and regulations and provides solutions and support on issues related to the executive team and general administrative management. The Administrative Coordinator promotes a collaborative, client-focused, quality and results-oriented approach.

**Organisational Setting and Work Relationships**:
The Administrative Coordinator assists the CD and SMT to identify priority administrative matters that needs to be addressed in a confidential and timely manner. Regular contacts need to be maintained by the Coordinator with external parties, including Permanent Missions in Geneva, UN agencies and other International organisations, Travel Agents or others colleagues, and to obtain assistance of others on matters of relevance to Geneva Call.

The Administrative Coordinator works closely with the Administrative Officer and provides back-up during absence.

**Core responsibilities**:

- Establish and conduct workflow assessments on administrative workflows across the organisation;
- Remove productivity roadblocks as they emerge;
- Ensure processes and procedures comply with relevant policies and regulations;
- Streamline business operations to keep costs within established budgets;
- Drive smooth organisational operations throughout the workday;
- Manage and arrange large events at HQ to include hotels, catering and all necessary arrangements;
- Establish meetings in the agenda of the Director General and Director of Operations;
- Maintain and develop contact with counterparts in Permanent Missions in Geneva as well as government ministries, agencies and other partners, following up on official documents and requests, as well as scheduling and coordination of official meetings;
- Maintain the agenda for the executive team members as directed;
- Management of travel bookings for executive team when travelling from Geneva to other locations in compliance with approved budgets;
- Ensure the settlement of expense claims for the Director General and Directors of the Organisation is completed in a timely manner;
- Confer with the executive team and SMT to secure timely information relevant to matters requiring action, decisions, or signature;
- Ensure relevant information is prepared for meetings and missions by liasing with the appropriate internal and external stakeholders;
- Ensure flow of information within the HQ office by disseminating relevant communications to senior managers and all staff in the office as required;
- Monitor office inventory and organisational costs with the support of the Admin Officer;
- Perform other related duties as required.

**Minimum Qualifications**:
**Essential**
- A degree in Public Administration or similar extensive experience may be considered in place of a degree.
- Minimum 15 years of relevant experience in administrative management is required. The experience should cover all aspects of the functions described above. Experience working in an international organisation setting, in the United Nations, Permanent Missions or similar is an essential requirement for the role.
- Progressively responsible, coordination, administrative management experience at CEO level required.
- Experience in organising large-scale events and coordinating arrangements across multiple stakeholders in multiple locations.
- Expert level experience in the usage of computers and office software packages is required.
- Extensive experience required in organising travel for large groups.
- Highly analytical with excellent problem-solving skills.
- Empathetic leadership style.
- Capable of clearly communicating with others.
- Superb organizational and time-management abilities.

**Languages**
- Fluency in both written and spoken English and French. Additional language skills in Spanish, Arabic, Russian is a distinct advantage.

**Functional Skills**
- MS-Office Products to include Sharepoint, Dynamics and Office.

**Pe**rformance management**:

- The employee will be accountable for the responsibilities and the competencies, in accordance with the GC Performance Management p. The following documents will be used for performance rev

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