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PA and Office Coordinator
Better Cotton Initiative
Domain Administration
Type Contrat à durée indéterminée
Location Genève
Rate 100 %

PA and Office Coordinator

Starting date: 1st of March 2018

Salary: 60’000 to 65’000 CHF depending on skills and experience

Location: Geneva, Switzerland

Closing date: 23 February 2018

RESPONSIBILITIES

Governance and Personal Assistance (50%)

  • Coordinate logistics for the meetings and calls of BCI governing bodies.
  • Oversee and keep up to date governance-related website content.
  • Record, transcribe and distribute minutes of meetings.
  • Monitor, screen, respond to and distribute incoming communications.
  • Conduct research, collect and analyse data to prepare reports and documents for the Executive group.
  • Manage and maintain CEO's expenses, schedules, appointments and travel arrangements.
  • Prepare reports and presentations for the CEO as and when required.
  • Arrange and co-ordinate meetings and events.

Office Management, Administrative and IT Support (50%)

  • Develop, implement and oversee effective office processes including purchasing, insurance, BCI calendar and inventory.
  • Partner with the HR Coordinator to update and maintain office policies as necessary.
  • Assist in the on-boarding process for new hires in terms of providing supplies, office desk, and software.
  • Plan and organise in-house or off-site activities: e.g. ad hoc meetings, conferences, celebrations.
  • Support administrators in country offices with effective and timely implementation of global policies and work flow processes.
  • Welcome visitors and to be the first point of contact for general telephone and email enquiries.
  • Manage office facilities and relationships with external service providers.
  • Act as global administrator on the different software packages in use (Microsoft 365 suite, Dropbox, Yammer) and provide user support on IT tools and projects.
  • Provide support to staff with daily requests (IT support, office machines, general requests).

Beyond these specific responsibilities the P.A. and Office Coordinator is expected to work closely with the CEO to support the delivery of the BCI Strategic Plan.

PROFILE

To be successful, candidates for the PA and Office coordinator will have the following attributes:

Skills & knowledge

Essential

At least 3 years’ experience in a similar position in a multicultural environment

Educational background in Business administration, Management or other relevant field

Strong organizational and planning skills in a fast-paced environment

Attention to detail and problem solving skills

Excellent analytical and problem solving skills with a proactive approach to finding and proposing solutions to challenges

Fluency in English, both written and spoken, with attentive listening abilities and the ability to communicate clearly and concisely.

Proven ability to collaborate effectively across different teams and cultures, strong relationship building skills and service-oriented attitude.

Proven ability to multi-task and keep track of several projects running in parallel

Proven ability to work autonomously and adapt to changing priorities

Willingness to carry out administrative tasks

Advanced computer skills and IT literacy, to include: Word; PowerPoint; Excel; Outlook

Desirable

Experience coordinating IT projects

Advanced level of French, both written and spoken

University Degree in Business Administration or Management

Experience working with or for a multi-stakeholder initiative

Interest in and commitment to sustainability

Working Arrangements

The position is full time (40 hours a week) and based in our offices in Geneva. The PA and Office Coordinator will receive a permanent contract with an initial 3 months’ trial period. BCI offers flexible working, with core hours being 10am – 4pm. BCI is currently unable to provide sponsorship for work permits, and candidates need to have a pre-existing right to work in the location where they will be based.

Applications:

Interested applicants with the required attributes are asked to send a detailed CV (2 pages maximum) and a motivational letter (2 pages maximum), in English, by email to: recruitment@bettercotton.org with subject: “BCI PA and Office Coordinator”.

We thank all applicants for their interest; however only shortlisted candidates will be contacted.

BCI is an equal opportunities employer, and is committed to good practice and transparency in the management of natural, human and financial resources

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Send your application by e-mail to the attention of:
(recruitment@bettercotton.org)
Better Cotton Initiative
22 rue des Asters
1202 Genève (Geneva)
bettercotton.org/