Administrative Officer

Job content

Role:

Administrative Officer

Function:

Contribute to the organizational administration of Aroha

Start Date:

1 March 2022

Duration:

Permanent

Compensation/Benefits:

Fifty-five thousand (55,000.00) Swiss Francs (CHF) per year

Occupation Rate:

100% (5 days per week, 8 hours per day, 40 hours per week)

Supervisor:

Manager, Administration and Operations

Contract Type:

Permanent staff contract

Contact/Apply to:

CV and Cover letter to send to hr[at]aroha.ngo and registration through this form: https://forms.gle/7J2BmAahxM9EBaAk9

Application Deadline:

8 February 2022 5pm CEST

Organizational Context

Aroha was established with its seat in Geneva in 2017 as an independent, international non-profit organization operating worldwide. Aroha aims to avert climate chaos by mobilizing actions towards limiting global warming to 1.5ºC, enhancing protection of vulnerable communities and ecosystems, and maximizing benefits of the transition to a climate resilient future. Towards these objectives, Aroha operates in partnership with public and private entities across four principal work domains:

• Policy Shift: Contributing to the development of policies to ensure action consistent with averting climate chaos

• Financing and Implementation: Contributing to the effective financing and supporting the implementation of actions to avert climate chaos, including through the work of the Financial Future Center (FFC), hosted at Aroha

• Communications and Partnerships: Contributing to awareness and understanding and developing and sustaining partnerships vital to averting climate chaos

• Administration: Supporting Aroha’s programs in the policy, financing and implementation, and communications and partnerships domains with effective internal finance and administration systems

Position Purpose

The Administrative Officer will support the work and fulfilment of the mission of Aroha, as well as its Administration and Operations work domain.

Reporting Relationships

The Administrative Officer will report to the Manager, Administration and Operations.

Duties and Responsibilities

The Administrative Officer performs and executes a range of administration and operational tasks to support the work of Aroha. Under the direct supervision and guidance of the Manager, Administration and Operations, this role includes tasks such as the following:

· Manage the calendars of the Executive Director as well as all work areas Managers, including the set-up of meetings with internal colleagues and external partners in Geneva or elsewhere;

· Act as the focal point for managing national and international travel arrangements for Aroha Board members, staff, contractors, and partners sponsored by Aroha according to Aroha’s institutional travel policy, and ensure travel documentation is completed and stored in the admin drive. This includes liaising with Aroha’s travel agent; preparing the necessary internal documents in line with the travel policy; and inquiring and arranging appointments for needed travel documents such as visas or covid-19 tests, amongst others;

· Oversee Aroha’s contracting of external service providers and suppliers, including procuring goods and services, checking and compiling terms of references and handling or advising on payments for services rendered, advising other staff of contract status developments, performing market research and contacting of potential suppliers/contractors in accordance with procurement guidelines, and managing Aroha procurement for office supplies and operational needs;

· Managing and keeping up-to-date the organization’s inventory catalogue and ensuring new inventory forms are signed by personnel;

· Support the recruitment, on-boarding and completion phases of new and outgoing personnel and ensure proper follow-up from an administrative and documentational standpoint;

· Manage the online admin drive, ensuring all key institutional files are kept well organized and to the satisfaction of the institution’s auditor and accountant, continuously filing and uploading documents and adjusting file organization online to ensure easy access for colleagues to institutional files;

· Act as the liaison with Aroha’s external accountant and auditor in order to ensure their needs are effectively met and that payments are processed in a timely manner;

· Prepare and adjust recurring accounts receivables through Aroha’s finance platform and oversee notification to Aroha partners, including by following-up with established contractors of Aroha to ensure they file periodic paperwork for payment (invoices) and that payments are processed by Aroha’s accountant in a timely manner;

· Provide monthly payment instructions to Aroha’s accountant for ad hoc payments and upload all relevant files to the admin drive;

· Download monthly account/billing statements from financial (PayPal, credit cards), telecommunications, web (web service providers), and other ongoing service providers and upload these to the admin drive;

· Scan and file all relevant administrative information including hard-copy monthly statements/bills (including for rental, insurance and salary management) and upload copies to the admin drive;

· Process hard-copy and digital receipts of Board members/management team of Aroha for processing through Aroha’s expense platform and advise of monthly expense totals and relating monthly transaction requirements to the accountant;

· On the guidance of senior staff, manage the customer relations management (CRM) partner database, including uploading and cataloguing digital and hard-copy contact information (business cards etc.);

· Manage ingoing, outbound and correspondence to be forwarded to the accountant, including directly with the local post office

· Manage Aroha’s inbound and outbound correspondence, including the processing of letters for signature by Aroha managers, stamping and issue of official correspondence, the physical and digital dispatch of correspondence, and the collection of mail on a regular basis throughout each working week, opening and sorting of generic mail and forwarding of personal mail to relevant managers or personnel;

· Liaise with Aroha’s office premises’ contact points for offices needs and ensure office supplies are consistently stocked, office operating needs are effectively addressed and cleaning and other office services such as the maintenance of office plants are effectively performed;

· Draft correspondence for signature by Aroha officials or Board members as relates to finance or administrative and operational matters;

· Act as a key contact point for all enquiries to the organization whether email, online forms, telephone or otherwise, performing the role of Aroha’s principal receptionist, and liaising with UN and governmental agencies, international organizations, UN permanent missions, and other public and private partners in addition to individuals seeking contact with Aroha;

· Assist Aroha communications teams with the organization of events and meetings, including by supporting documenting of meetings (photo, video and otherwise) and registration of delegates, room arrangements and preparations, and other organizational tasks in support of event and meeting operations;

· Welcome guests visiting the organization and ensure hospitality for Aroha visitors, meetings and events, through procuring and direct or overseeing service of drinks and food, as appropriate or as requested by Aroha management and program teams;

· Maintain a catalogue of responses to standard enquiries and ensure that inbound enquiries are responded to according to Aroha’s external communication protocol;

· Any other administrative, finance or operational tasks as assigned by the supervisor.

All Aroha personnel will be expected to contribute, from time to time, to responsibilities and duties outside of their core functions during specific phases of work where major events and activities demand contributions of all or much of the organization’s personnel.

Profile

Education

Holding a relevant professional diploma in administration, business administration, or a related qualification in a relevant administration and operations field.

Experience

At least 2-3+ years of experience within finance and administration of a non-profit or public organization. Experience in an international organisation, diplomatic mission, the non-profit sector a distinct asset. Experience working in or with least developed countries and/or small island developing states an advantage.

Competencies, Skills & Languages

· Proficiency in Microsoft Office programs (especially Word, Excel, and PowerPoint);

· Demonstrated understanding of Swiss rules and regulations;

· Demonstrated understanding of organization budgeting, financing and accounting tasks;

· Strong organizational skills, including the ability to identify clear objectives, prioritize effectively, and use time efficiently;

· Excellent interpersonal, oral and written communication skills;

· Ability to work collaboratively with colleagues, as well as individually;

· Ability to work under pressure and meet tight deadlines;

· Native proficiency in English and French is required.

Other

Working Hours & Modalities

100% working basis of 40 gross working hours, divided into 5 days of 8 hours (unless otherwise agreed with the Supervisor). Any other working basis is subject to a separate agreement with Aroha.

The Administrative Officer may generally work 2 of the 5 working days remote/from home (subject to agreement with the Supervisor). The Administrative Officer will discuss with their supervisor on the special work arrangement under COVID pandemic.

The Administrative Officer is expected to work during Aroha core business hours of 10am – 4pm.

Trial period: The employment arrangement is subject to an initial 2 weeks trial period, during which time either party may decide to freely discontinue the agreement with 7 days’ notice.

Accommodation & Travel

Candidates must also arrange for their own accommodation.

The Administrative Officer does not normally travel but may be required to conduct work at locations around Geneva outside of Aroha offices. Aroha does not cover transportation-related expenses to/from Geneva for deployment, nor to and from Aroha’s office and ordinary places of conference/meetings/ operational activities, except for authorized official missions, in which case Aroha travel rules apply.

Other Requirements

Candidates must ensure they have medical insurance valid for Switzerland, as this is not covered by Aroha.

How to Apply

· Contact: hr[at]aroha.ngo

· Include a resume (CV) and cover note explaining your interest and motivation for this post. Please send your documents under the following file name: CV_Lastname.pdf; CoverLetter_Lastname.pdf

· Indicate any flexibility or constraints with respect to the start date

· Fill out the following online form: https://forms.gle/7J2BmAahxM9EBaAk9

Only applicants selected for an interview will be contacted. References and copies of degrees/vocational certificates may be requested.

We respect and value your privacy. All submitted information collected are for the sole purpose of appointment at Aroha. It will be seen only by Aroha’s personnel responsible for processing your application and will not be forwarded to any third parties.

Job Types: Full-time, Permanent

Salary: CHF55,000.00 per year

Schedule:

• 8 Hour Shift

Application Deadline: 08/02/2022
Expected Start Date: 01/03/2022