Office and Administrative Support Specialist

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PATH is a global nonprofit dedicated to achieving health equity. With more than 40 years of experience forging multisector partnerships and with expertise in science, economics, technology, advocacy, and dozens of other specialties, PATH develops and scales up innovative solutions to the world's most pressing heath challenges. 

PATH is seeking an Office and Administrative Support Specialist to oversee the effective operation of its Geneva office, serving as the central point for administrative, operational, and logistical coordination. The Office and Administrative Support Specialist will ensure smooth day-to-day running of the office, compliance with Swiss regulations, and efficient support to staff, partners, and visiting teams. The successful candidate will report to the PATH Switzerland Country Representative and work closely with PATH's Western Europe Operations Team which includes a Finance and Administrative Manager in Switzerland and a Senior Finance and Administration Associate in Belgium.

This is a mid-level role ideal for a motivated professional with strong organizational, interpersonal, and problem-solving skills who thrives in a dynamic, mission-driven environment.

Key Responsibilities

Office and Administrative Management

• • Oversee the daily operations of PATH's Geneva office, ensuring a well-functioning, safe, and welcoming work environment.
  • Manage relationships related to facilities, contracts, supplies, equipment, mail, and other vendors and service providers.
  • Coordinate logistics for meetings, travel, and events, including high-level visits and workshops.
  • Support the organization of PATH's Swiss entity board meetings, including the preparation of materials for board members.
  • Serve as the main liaison with the building management, IT support, and local authorities.
  • Act as fire safety warden to coordinate drill and ensure compliance with PATH and building safety protocols.
  • Serve as the primary focal point for sustainability and teambuilding activities.
  • Ensure the office environment is fully stocked and functional by maintaining coffee and kitchen supplies, replenishing cleaning materials, and coordinating repairs or service for any equipment or facilities issues.

Financial and Procurement Support

• • Support financial processes, including invoice management, expense submission and tracking, and petty cash.
  • Conduct local procurement and related processing in compliance with PATH policies and Swiss legal requirements.
  • Support local, regional, and global finance teams to ensure timely and accurate reporting.

Human Resources and Compliance

• • Support local HR administration, including onboarding/offboarding, leave tracking, "frontaliers'" attendance, and maintaining personnel files.
  • Ensure compliance with Swiss labor laws, health and safety regulations, and PATH's internal policies.
  • Serve as point of contact for staff regarding HR and administrative matters, liaising with PATH's global HR team as needed.

Operational Coordination

• • Provide logistical and administrative support to programmatic teams and visiting staff.
  • Support external engagement, including coordination with Swiss-based partners, funders, and networks.
  • Contribute to the development and implementation of office policies, procedures, and process improvements.

Required Experience and Qualifications

• • Bachelor's or professional/vocational degree in Business Administration, Management, International Relations, or related field.
  • Minimum of 3 years' experience in administrative assistance, office management, or operations in an international or NGO environment.
  • Demonstrated ability to carry out duties related to office administration and upkeep, inventory, maintenance, and safety.
  • Strong understanding of Swiss labor, tax, and compliance frameworks.
  • Proven ability to manage multiple priorities and deliver under tight deadlines.
  • Excellent organizational, communication, and interpersonal skills.
  • High degree of discretion, integrity, and professionalism.
  • Ability to prepare high quality reports and presentations.
  • Proficiency in Microsoft 365 and familiarity with digital collaboration tools.
  • Fluency in English and French (spoken and written) required.

Desired Skills and Attributes

• • Experience supporting international teams or non-profit organizations.
  • Proactive and resourceful, with the ability to work independently and collaboratively.
  • Strong cross-cultural communication and team orientation.
  • Commitment to PATH's mission to advance health equity and innovation in global health.