Office Manager (50%)

Job content

THE CANDIDATE

We are looking for a dynamic, multi-tasking, outgoing and proactive individual who ideally is:

• Familiar with the basics of Swiss accounting, finances, and HR practices.
• Preferably with working experience in membership-based organisations operating at a global scale.
• Fluent in English and French. Any other language would be a plus (Arabic, Spanish or Chinese)
• Familiar with Microsoft 365 suite, Zoom, Salesforce, Bexio, and DocuSign.
• Is a Swiss, or EU citizen, or has a valid permit to live and work in Switzerland.

ASSIGNMENT

The person in this position will be required to fulfil the following tasks:

1. OFFICE MANAGEMENT

• Ensure the correct application of office policies and procedures. Support the development of new ones when needed.
• Ensure the smooth functioning of the office, including but not limited to supplies management (IT, office supplies, etc.), and handling the central mailbox and main phone line.

2. EXCOM AND BOARD MEETINGS SUPPORT

• Schedule and organise (in-person and online) ExCom and Board meetings in line with the IRF statutes.
• Prepare, archive, and distribute all relevant and required meeting documents (including drafting of minutes) and keep ExCom and board members’ records up to date.

3. FINANCES

• Support the external accountant in the general accounting tasks of the secretariat.
• Prepare, execute, and monitor incoming and outgoing invoices and payments
• Support financial reporting for projects’ work (including travels)

4. HUMAN RESOURCES

• Ensure the execution of the HR policies and coordinate HR-related activities with relevant entities (insurance, local authorities, etc.), secretariat staff and external consultants.
• Prepare, archive, and distribute all relevant and required HR-related documents.

DURATION

This is for a permanent 50% contract, starting asap.