Administrative Assistant

Job content

https://erecruit.graduateinstitute.ch/recrutement/?page=advertisement_display&id=478&lng=en

PERIOD OF CONTRACT:Fixed-term contract

ACTIVITY RATE:40 %

DEADLINE FOR RECEIPT OF APPLICATIONS:22-03-2023

The Gender Centre at the Graduate Institute produces transformative research that questions gendered power relations in development and international relations. Our approach is theoretically informed and empirically grounded, valorizing diverse voices. We disseminate widely, foster critical debate and deliberation engaging a range of stakeholders to advance gender justice.

Mission, role and activities:

The Administrative Assistant will work closely with the Centre team and will generally support the Centre activities such as Communication and Office Management

Key responsibilities:

ŒOffice management :

• Dealing with day-to-day administrative tasks related to the Centre, working closely with the Graduate Institute administrative departments and with the Centre staff, filtering up priority information as appropriate;
• Maintaining a calendar of deadlines and requirements;
• Dealing with day-to-day accounting operations (payments and invoices to our partners, the Centre’s accounts maintenance, follow-up of project’s financial administration);
• Tracking financial contributions and income related to mandated projects;
• Organizing the smooth running of events (all logistics of seminars, conferences, meetings, workshops, travels and other events with room reservations, hotel, travel, expenses);
• Supporting the preparation of financial reports to donors;
• Drafting correspondence and any other requested document;
• Supporting general administrative tasks for current and future research projects;
• Managing travel arrangements and travel insurance for staff and guests.

Communication:

• Providing support to the implementation of the communication strategy;
• Handling communication materials (sending invitations, preparing documents for events, liaising with participants);
• Writing website articles on demand (news, events/panel summary, etc.) and support in proofreading the newsletters and research summaries;
• Working with staff to draft the annual report and other project reports.

You fit with our requirements:

• CFC or equivalent
• At least 3 years’ experience coordinating/managing projects events and administrative day-to-day tasks;
• Fluent in French and English;
• Excellent (oral and written) communication skills;
• Structured, curious and proactive personality;
• Excellent level with MS-Office;
• Familiarity with Swiss academy and international higher education would be an asset;
• Interest in topics related to gender equality and willing to get involved with an interdisciplinary team through the Centre’s various activities;
• Works well in an international team and is accommodating with diverse views.

What you will get from us:

• Work with a dynamic team;
• An exciting and multicultural work environment at IHEID;
• Autonomy and flexibility in working arrangement;
• A diversity of tasks and projects embedded in a wide array of international collaborations;
• Give meaning to your work.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of age, marital status, disability status, race, national origin, color, gender, sexual orientation or religion.

For more information, candidates are encouraged to consult the Institute’s website: follow us

Please note that offers received by post won’t be considered.