The Norwegian Refugee Council (NRC) Geneva leads NRC’s representation with the IASC and UN agencies, and coordinates donor engagement with the UN and Swiss donors. NRC strives to assist and protect vulnerable and displaced people during crises, especially in situations of conflict. Established in 1946, NRC is an independent, humanitarian, non-profit, non-governmental organisation working in around 31 countries with approximately 14’000 staff. NRC employs a rights based approach, challenging those with responsibility to uphold the rights of displaced people set out within national and International Laws. NRC endeavours to secure the acceptance of local stakeholders for activities and is committed to the principles of humanity, neutrality, independence and impartiality. NRC seeks to engage with all relevant actors in order to promote the full respect for the rights of displaced and vulnerable people; secure and maintain access for humanitarian operations and promote the achievement of durable solutions. NRC Geneva, with the Internal Displacement Monitoring Center (IDMC), are NRC’s primary presence in Geneva.
NRC Geneva is looking for a part-time (80%) Administrator to provide general administrative support to the Director of NRC Geneva & Humanitarian Policy.Duties and responsibilities
- Assist the Director in the relevant administrative tasks, such as preparing documents for meetings, booking flights and hotels, arranging visa, etc.;
- Facilitate the director’s agenda and schedule, including missions;
- Coordinate SG Missions in Geneva together with the SG coordinator/SG office, as well as SG missions to New York/D.C. when traveling together with the Director of NRC Geneva;
- Communicate and coordinate meetings with Permanent Missions in Geneva, UN officials and NGO representatives at all levels of seniority, on behalf of the Director;
- Coordination of different internal reporting for NRC Geneva;
- Contribute to the development of continually improved routines and processes in the NRC Geneva office, together with the Support Unit;
- Manage correspondence for the Director where relevant;
- Support the planning of events such as the launch of reports, NRC panels, side-events.
- Organise registration for external meetings for the Director;
- Ensure that the Director and other relevant staff get access to other organisations where required e.g. registration of UN badges and preparation of accreditation letters;
- Support NRC staff visiting Geneva (hotel, UN badge, visa, etc.);
- Organise and maintain an office filing system for the Director;
- Assist with management of distribution lists, contact lists, external relations overviews for the Director and the Humanitarian Policy team;
- Handle mail and email for NRC;
- Assist with arrangements for meetings organised by NRC (visa, flights & hotels, catering).
- Organise NRC deliveries including packaging letters and parcels and organising postage;
- Order publications and other relevant information as required;
- Assist the Support Unit apprentice when needed;
- Draft routine correspondence, as necessary.
Other duties: ther tasks may be assigned as necessary according to organisational needs.
- Responsible for the budget monitoring and follow up of the NRC Geneva CORE budget (including development of spending plan and monitoring of monthly expense reports);
- Liaise with the Support Unit regarding financial issues related to the Director’s office;
- Handle all expenses related to the Director’s office, including record and follow up on cash expenditures, prepare travel claims for the Director.
- Solid office administration experience preferably in an international environment;
- Excellent organisational and computer skills, including proficiency in Word, Excel, and PowerPoint;
- Familiarity with relevant information technology, including website content management systems;
- Excellent oral and written command of English and French;
- Ability to provide creative and innovative advice on administrative matters.
- Extremely well-organised;
- Collegial and able to function under pressure and handle numerous tasks simultaneously;
- Positive attitude and self-motivated;
- Proactive approach to meeting deadlines and delivering results with limited supervision;
- Flexibility, creativity and effectiveness in working collaboratively as part of a multicultural team;
- Commitment to NRC’s and IDMCs vision, mission and objectives.
Start date, duration, working hours, eligibility
- The selected candidate will be expected to start in January 2020;
- The position is initially for a period of 12 months;
- This is a part-time position (80%), 32 hours per week;
- Please note that for reasons related to the procedure for work permits in Switzerland, only candidates with a Swiss/EU/EFTA nationality or a valid work permit for Switzerland can be considered for this role