Job Purpose:
The International Office Manager (IOM) is responsible of the day-to-day running of the WILPF’s International Secretariat in Geneva, Switzerland. The IOM is also responsible for implementing, developing and updating administrative and human resource polices of WILPF following Swiss law compliance, and to support the financial management of the organization.

Main responsibilities:

Human Resources and Operations Management:

Human Resources:

  • Manage recruitment process for general services staff/interns, support recruitment process for program staff/interns in Geneva
  • In charge of onboarding and offboarding of interns and staff
  • Manage contracts for consultants, staff and interns in Geneva
  • Manage payroll, monthly and annual declaration of salaries
  • Oversee the liaison with the competent authorities on staff benefits/social charges (1st and 2nd pillars)
  • Oversee the liaison with the insurance company on staff insurances
  • Oversee the liaison with the Cantonal Tax Administration (AFC) on monthly and annual income tax declarations
  • Oversee the declaration of any accidents or sickness, unemployment benefits or maternity leave
  • Manage the process, submission and follow up on work permit applications
  • Oversee timesheet and activity report processes
  • Prepare and review job descriptions in Geneva
  • Prepare and update guidelines and follow up of Annual Development Conversations
  • Support the development of, update, and implement Personnel Policies
  • Contribute to and implement the human resources vision, strategy and policy of the organization.
  • Implement and train staff on human resources policies and procedures
  • Provide programme support to make them more efficient and run smoothly
  • Supervise the Office and Administration Assistant.

Operations:

  • Run day-to-day operations of the office
  • In charge of the office roster for the rotation of Geneva staff as part of the Protection Plan in place during COVID-19
  • Oversee the liaison with the office housing agency and vendors
  • Follow protocols and procedures for retention, protection, retrieval, transfer, and disposal of records
  • Manage assets for the purpose of preventive maintenance
  • Serve as the Security officer for the Geneva office and Safety office for the Geneva staff

Financial support:

  • Authorise expenses for the administration/overhead budget
  • Compliance Officer for Gift and Whistleblower policies
  • Provide support to the Financial Manager in audit processes and budgeting
  • Follow up on donations and legacies

Knowledge and Skills:

  • Expertise in Human Resources management
  • Swiss law and regulations in terms of personnel, finances and taxes
  • Procurement processes and practices
  • Understanding of Bookkeeping, budgeting and grants management desirable
  • Proficiency in MS Office and office management software
  • Multitasking and ability to meet deadlines
  • Develop and maintain accurate records and files
  • Great written & verbal communication skills
  • Strong organisational, planning & problem-solving skills
  • Excellent interpersonal relationship ability
  • Excellent spoken and written English and French is required
  • Committed to WILPF’s values and principles

Education and Experience:
This position requires:

  • University’s degree in public administration, business administration, Human Resources or equivalent
  • 5 years of work experience in NGO Management
  • Demonstrated ability in non-profit human resources and administrative management

Start date: Mid-September 2020
End Date: Mid-November 2020
Contract: Short-term contract
Salary: 75’000 CHF-78’000 CHF (based on a 100% basis)
Activity rate: 80-100%
Location: Geneva
Reporting to: Secretary-General
Deadline for application: 31 August 2020

Only candidates with a valid Swiss work permit or EU citizens will be considered.

Only short-term candidates will be contacted. How to apply: Please email your resume and cover letter to jobs (a) wilpf.org with “International Office Manager” in the subject line.