The successful candidate will support HRHF’s advocacy programme staff, look after logistics related to HRHF’s international advocacy and organise and maintain administration related to HRHF’s Geneva Office and Brussels representation.
Position: Programme Administrative Assistant
Reports to: Head of Advocacy
Duration: Open-ended contract (with a 3 months probation period)
Occupation: 80-100% (can be discussed), availability for travels is required
Start: As soon as possible
Location: Geneva (Switzerland)
Remuneration: HRHF offers competitive salary and benefits according to the location, and compensation for travelling abroad
Main duties and responsibilities
Administrative office assistance for HRHF’s Geneva Office and Brussels representation:
- Handle financial documentation (receipts, invoices, reimbursements), keep an overview of invoices and ensure regular payments
- Prepare accounting documentation monthly and ensure follow-up with the book-keeping
- Assist the Head of Advocacy in budgeting responsibilities, following programme, office and representation costs, and prepare documentation for budget
- In cooperation with HRHF’s Head of Advocacy, coordinate issues related to insurances for the Geneva Office and Brussels representation, social insurances and other related issues, and ensure transmission and explanation of legal requirements and administrative procedures to HRHF’s administration
- Draft routine correspondence to respond to enquiries in respect to relevant administrative, financial and personnel matters
- Coordinate administration issues related to human resources, such as drafting contracts, work authorization, follow up on employees’ working conditions
- Coordinate conclusion of other contracts with external parties
- Copy, print, scan and archive documents
- Support programme staff in administrative tasks for which they need administrative support
- Prepare meeting facilities for HRHF staff and externals: book the room, prepare drinks and snacks for meetings, clean up after the meetings
- Maintain HRHF’s Geneva Office and its Brussels representation (get/order lunches and dinners, buy coffee/tea/snacks for meetings, send and pick-up letters/packages, organise and maintain order in cabinets, common area and office, order office supplies)
Organise events related to HRHF’s advocacy:
- Coordinate travel arrangements related to advocacy projects for HRHF staff and partners, prepare documentation for reimbursing partners’ travel costs
- Handle HRHF’s Head of Advocacy travel reporting and personal reimbursements (organizing documents, scanning, pre-filing template), and assist other programme staff in their travel reporting when necessary
- Assist in organising conferences, seminars and meetings
- Take care of visa and accreditation applications
- Support work of the whole organisation, especially for major events of the organisation
- Participate in and support the organisation of relevant staff meetings and seminars, and conferences and meetings of Human Rights Houses.
Logistical assistance to the advocacy programme:
- Provide substantive and administrative support in managing priorities and workflow of the supervisor and of the programme
- Coordinate orders of advocacy material
- Coordinate interns, fellows and temporary staff recruitment processes and working cycle
- If a Russian speaker: Translate documentation and e-mails from Russian and into Russian
The Programme Administrative Assistant is expected to show interest in all HRHF activities.
About you
The successful candidate is expected to have a flexible attitude and be practical, to display good time management skills, and to be able to undertake work independently in a fast-paced environment. She/he is also expected to have experience working with diverse backgrounds, to be open-minded and ready to support others in their tasks and make lives of colleagues easier.
