Jun 19, 2017

Switzerland: Office Manager, Geneva

NGO/UN Job Vacancy



Organization: Center for Reproductive Rights
Country: Switzerland
Closing date: 15 Aug 2017

Job Title: Office Manager, Geneva

Department: Global Legal Program

Center Background: The Center for Reproductive Rights (the Center) is the premier global legal organization dedicated to advancing women's reproductive health, self-determination, and dignity. Its mission is straightforward and ambitious: to advance reproductive health and rights as fundamental human rights that all governments around the world are legally obligated to protect, respect, and fulfill. Headquartered in New York City, the Center has regional offices in Bogota, Geneva, Kathmandu, Nairobi, and Washington, DC and a staff of more than 130 diverse professionals. Its annual operating budget is approximately $23 million, the result of an extraordinary growth trajectory; the Center is now poised for a new phase of significant expansion through its next Strategic Plan.

The Center’s game-changing litigation and advocacy work, combined with its unparalleled expertise in constitutional, comparative, and international human rights law, have transformed how reproductive rights are understood by courts, governments, and human rights bodies worldwide. It has played a key role in securing landmark legal victories in the U.S., Latin America, Africa, Asia, and Eastern Europe on issues including access to life-saving obstetrics care, contraception, safe abortion services, and comprehensive sexuality information, as well as the prevention of forced sterilization and child marriage. It has brought groundbreaking cases before national courts, U.N. Committees, and regional human rights bodies, led the development of historic, proactive legislation advancing robust protections for reproductive rights, and has built the legal capacity of women’s rights advocates in more than 55 countries.

To learn more about the Center for Reproductive Rights, go to http://ift.tt/SGb5Pl.

The Geneva Office Manager provides Finance, Operations, and Program support to the Center’s office in Geneva, Switzerland and its work across the European region. At this time, both the Europe Regional and Global Advocacy teams are based in the Geneva office. The Office Manager will have a solid line reporting relationship to the Regional Director for Europe, who is based in Geneva, and a solid line reporting relationship to the Senior Manager of Global Operations, who is based in Washington DC. The Office Manager will work closely with a range of Center teams – Europe, Finance and Administration, Human Resources and Global Advocacy.

This position will be based in Geneva.

  • The position is full-time, beginning in August or September 2017

  • Priority Deadline: July 7 (rolling review of applications after this date)

  • Must be eligible to work legally in Geneva as of the start date of the position.

Responsibilities:

Financial Management

  • Lead all the accounting processes and procedures for the office in accordance with GAAP and local accounting policies
  • Establish and maintain relationships with local vendors, process monthly invoices, facilitate the execution of contracts and conduct an annual assessment of needs and services.
  • Manage the relationship with the accounting firm on any relevant matters related to accounting and annual financial reports required.
  • Monitor the office’s cash flow and review budgeted to actual expenditures on a monthly basis to ensure that spending is in line with budget allocations.
  • In coordination with the RD for Europe, lead the annual development and quarterly reforecast of the office’s annual budget using the Center’s centralized budgeting database.
  • Lead the annual preparation of the tax return and External information report, with support from the External accounting company, the Senior Accounting Manager of International Offices, Controller and Senior Manager of Global Operations.
  • Develop and maintain document filing systems in accordance with Center policies (e.g., online via the SharePoint intranet with original documents maintained locally).

Human Resources Support

  • Assist with compensation and benefits administration, and employee safety and welfare initiatives.
  • Manage the administration of local insurances and employee benefits. Serve as the primary liaison with the local insurance companies, in coordination with the Human Resources Manager and Senior Manager, Global Office Operations.
  • Provide support during the hiring process for new employees and interns.
  • Coordinate with the Center’s local legal counsel regarding legal matters related to taxes, local registration, Human Resources, local office operations, obtaining visas for international staff, changes in labor law and other matters as they arise.
  • Lead on ensuring Center knowledge and implementation of any local human resources requirements and labor laws where necessary/relevant.

Operations

  • Oversee all day-to-day administrative operations for the office.
  • In coordination with the Senior Manager of Global Operations, ensure a constant flow of communication between the Geneva and New York offices, relaying information on pertinent issues as they arise.
  • Serve as the IT point person for the Geneva office.
  • Translate administrative documents from French into English and vice versa, as needed.
  • Serve as Deputy Security Officer for the Geneva office, and work with the RD for Europe to ensure that the office environment is safe and secure.
  • Assist in the process of opening new field offices in the European region, if and when necessary.

Support to Geneva Staff

  • Handle designated administrative tasks including sending mail and packages, and processing reimbursement/check requests and wire transfer requests.
  • Organize internal and external staff trainings as needed (e.g., SharePoint, first-aid, emergency response).
  • Provide support for larger scale events organized by the Europe Program or by the Global Advocacy team as needed.
  • Process reimbursement/travel advance requests for GVA staff in a timely manner.

Qualifications, experience and competencies:

  • B.A. degree or foreign equivalent
  • At least 5-6 years’ experience in an administrative/financial management position (preferably with an INGO)
  • Fluency in French and English (speaking, reading, writing)
  • Knowledge of Geneva Cantonal and Swiss Federal requirements on range of matters relevant to office operations including human resources, labor law compliance, office registration, reporting requirements, and annual statutory compliance
  • Experience liaising with Cantonal and Federal authorities in Geneva and Switzerland on range of matters related to human resources, labor law compliance, office registration, reporting requirements, and annual statutory compliance
  • Thorough knowledge of not for profit financial principles and practices
  • Fluency in the use of MS Office Suite applications (Microsoft Word, Excel, Outlook and SharePoint) and the internet
  • Ability to balance multiple tasks and coordinate with different organizational departments working in different time zones
  • Event planning experience
  • Diplomatic, forward-thinking, and the ability to work under tight deadlines
  • Commitment to reproductive rights and women’s human rights issues

Compensation: The Center offers a competitive salary commensurate with experience and a comprehensive benefits program.


How to apply:

How to Apply: Please click on the link below to apply. A cover letter, resume, and contact information for three references must be included in your application in order to be considered for this role. It is encouraged to include these application materials as attachments.

http://ift.tt/2sIFqu9

Deadline for applications: Applications will be reviewed on a rolling basis after July 7. Applicants are strongly encouraged to apply as soon as possible.