Office Coordinator

vor 2 Monaten

Lausanne, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department: Olympic Refuge Foundation
Location: Lausanne, Switzerland
**Contract Type: CDM (2 Years)**
Activity Level: 100%
Entry date: 01.06.2023

As an Office Coordinator, you will provide administrative support to the Head of the Foundation and Office coordination for the Olympic Refuge Foundation team.

**Main responsibilities**
- Administrative support for the Head of Olympic Refuge Foundation (ORF) including coordination of meetings agenda, preparation of documents, travel arrangements and logistics, preparation of expense reports;
- Coordinate preparation and running of team meetings, team workplan and monthly priorities and specific projects;
- Manage the ORF SharePoint site;
- Manage an internal calendar for the ORF;
- Anticipate and prepare necessary welcome for Visitors and upcoming meetings both with logistics and required papers;
- Support with procurement and contract life cycle tasks using corporate tools Core and Ariba and follow up of Purchase Orders (POs) and ensure timely signing of the contract signatures;
- Provide expertise by using specific tools like Visio for processes or like PowerPoint for presentation
- Manage holiday planning, team events and office presence across the team;
- Review and ensure ORF policies and procedures are current and understood across the team;
- Ensure follow up from meetings and anticipate preparation required for upcoming meetings that support the Head of ORF with planning, organising and following through on priorities;
- Gather and edit, write notes, reports, speeches, minutes, various correspondence for the Head of Foundation and as needed;
- Support team members on various projects as and when requested by the Head of the Foundation.

**Our requirements**
- Executive-secretary training with experience as an executive assistant or office coordination in an international environment.
- Excellent command of English and French (writing and speaking). Other languages an asset
- Excellent command of Microsoft Word, Excel, PowerPoint and SharePoint
- Digital savvy
- Good IT skills in general
- Autonomy and sense of priorities, with flexibility and ability to deal with the unexpected.
- Strong organisational skills with capacity to consistently meet deadlines.
- Ability to demonstrate discretion.
- Highly proactive, responsive, efficient and highly motivated to perform tasks with speed, accuracy and attention to detail.
- Strong team spirit and ability to interact constructively with people at all levels and from diverse cultures
- Excellent writing skills
- Excellent communicator and proven interpersonal skills.
- Comfortable working in a team-focused environment, including information sharing and best practices
- Excellent command of the corporate tools and compliance with related internal user rules (SharePoint, Outlook, Concur, SAP etc.)
- Fluency in English or French, with excellent command of the other language.
- Interest and or experience working in displacement context or with people affected by displacement.
- Lived experience in displacement setting(s) an asset.
- Come and join an organisation where the spirit of inclusion, gender equality and diversity is embedded in its DNA and which focuses on what unites us - a passion for sport and its values. Work in a flexible and rewarding environment which offers competitive employee benefits and numerous incentives to live a sustainable, healthy and active life. By joining us, you become part of the Olympic Movement and help to build a better world through sport. You will have the opportunity to work with people of more than 70 nationalities._

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