Administration & Logistics Officer

Location

Geneva, Switzerland

Duration

Open-Ended Contract

Full/part-time

100 %

Start date

February 2024

Closing date for applications

November 26, 2023

Job Purpose

The Administration & Logistics Officers oversees and coordinates all aspects of facilities management within GICHD, including  facility maintenance and security, and handles  administrative tasks related to staff mobility and travel. The positions serve as the main point of contact for service providers and ensures compliance with health and safety regulations to maintain a safe and productive work environment.

Main Responsibilities

Office Management 

- Manage the procurement and inventory of office supplies, including timely ordering, and restocking, in alignment with the organization budget projection and provide detailed analysis to identify opportunities for efficiency improvement, in line with the Environmental Policy and 2025 objectives.
- Monitor the organization and maintenance of office equipment to ensure optimal functionality and longevity.
- Oversee the office moves, renovations, and repairs as necessary, to maintain a well-functioning workspace.
- Ensure efficient setup of meeting facilities and accessibility of video conference capabilities.
- Strategically organize the office layout to maximize space utilization and enhance overall functionality; act as main focal point in the liaison with Maison de la Paix, manage vendor relationships and ensure quality service delivery.

Health & Safety

- Act as the designated Health& Safety Officer and primary contact for Maison de la Paix matters, establishing effective communication channels with the Graduate Institute.
- Serve as the main point of contact for all security-related concerns, facilitating smooth coordination with relevant stakeholders.
- Draft, implement and stay abreast of the latest Health & Safety protocols and guidelines, proactively implementing necessary measures and trainings to ensure the safety of personnel and safeguard of organizational assets.
- Foster a collaborative relationship with the Graduate Institute, working together to address any Maison de la Paix-related matters and ensure a cohesive approach to safety and security.

Administration 

- Manage the travel arrangements, encompassing visa applications, flight bookings, accommodation, and transportation, with meticulous attention to detail; be an active part on digitalizing the travel booking process - Provide in depth cost analysis and propose suggestions based on efficiency.
- Ensure strict adherence to travel security protocols and coordinate with the necessary insurances to mitigate potential risks, in coordination with the Head of P&C and Safety and Security Focal Points Participate on the new staff onboarding.
- Maintain comprehensive and precise travel records and offer assistance and guidance to travellers in the event of travel disruptions.
- Provide support with various general administrative tasks ensuring efficient and timely completion and assume responsibility for preparing the monthly financial reports for the office, which includes managing invoices and credit card expenses with accuracy and attention to detail
- Provide assistance to the Conference Team during high-demand months

Operating Network
- External providers (Insurances, travel agencies,visitors )
- GICHD staff at all levels.

Profile requirements

- A degree in Commercial Federal Vocational Baccalaureate or a related field.
- Minimum of 7 years in a similar position.
- Experience in travel organization and logistics
- Knowledge of health and safety regulations and best practices
- Excellent knowledge of French and English.
- Advanced Excel knowledge highly desirable
- Experience with video conference facilities and organization of hybrid meetings highly desirable
- Strong communication, interpersonal, and customer service skills.
- Excellent organizational and time-management skills.
- Ability to work proactively and independently in a fast-paced environment.
- Commitment to the organization's mission and values.

Travel Requirements

May be required to travel exceptionally (less than 10% of the annual working time)

Applications

If you feel you have the right profile, you are kindly requested to present your application in English, in a pdf format and include a CV of maximum 2 pages, a letter of motivation and your earliest date of availability.

The GICHD implements a Gender and Diversity policy and is an equal opportunities employer. Applications are encouraged from women and men, nationals of mine-affected countries and individuals with a disability or special needs, who meet the above profile requirements.

However, please note that this position is not eligible for relocation benefits. Only local candidates will be considered and the GICHD will apply for a CDL (carte de légitimation) for restricted work/residence permit holders, for non-Swiss nationals and non-C permit holders.

About us

The Geneva International Centre for Humanitarian Demining (GICHD) works towards reducing risks to communities stemming from explosive ordnance, with a particular focus on mines, cluster munitions, other explosive remnants of war and ammunition storages. The Centre helps develop and professionalise the sector for the benefits of its partners: National and local authorities, donors, the United Nations, other international and regional organisations, non-governmental organisations, commercial companies and academia. It does so by combining three distinct lines of service: field support focused on capacity development and advice, multilateral work focused on norms and standards, and research and development focused on cutting-edge solutions. These efforts are facilitated from the GICHD's location within the Maison de la Paix in Geneva.

GICHD website www.gichd.org

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For further information please contact us by e-mail at hr@gichd.org>