Offres d'emploi

There are two current vacancies right now.

Accounting and Administrative Assistant

Position: Accounting and Administrative Assistant

Contract: Permanent contract, 50%, Junior level

Deadline for application: 15 November 2021 

Envisioned starting date: 1 December 2021  

Salary Range: 4’000 CHF – 4’500 CHF Equivalent Full Time (Gross)

Duties and Responsibilities:

Under the responsibility of CM Geneva Director, and under the direct supervision of the Head of Finance and Administration, this post is responsible for the following tasks:

  • Maintain complete files of financial records and ensure documents are up-to-date and properly organized.
  • Track and monitor accounts payable; respond to suppliers’ inquiries. 
  • Process payments and transfers.
  • Review and process expense claims.
  • Assist Head of Finance and Administration in bookkeeping and general ledger maintenance.
  • Reconcile account balances.
  • Assist in account analysis and account coding.
  • Assist in financial grant tracking.
  • Provide support to Head of Finance and Administration during annual audit.
  • Support all internal and external HR related inquiries or requests.
  • Document and track HR actions by completing forms, reports, logs and records.
  • Provide clerical support to the HR department.
  • Assist with pensions and benefits administration.
  • Provide support during Administrative Assistant’s absence.
  • Coordinate follow-ups with other teams as appropriate.
  • Perform other duties or tasks as assigned or required.

Education, training and experience requirements:

  • Federal Vocational Baccalaureate – Finance and accounting (Maturité professionnelle – Finance et comptabilité) or equivalent/higher.
  • Excellent written and communication skills 
  • Basic accounting knowledge 
  • Proficiency in MS Office
  • French native speaker or equivalent, fluency in written and spoken English 

Personal attributes: 

  • Good interpersonal and time management skill
  • Demonstrate strong analytical capabilities, ability to think strategically and make recommendations in a clear and practical manner
  • Highly motivated and organized
  • Energetic, flexible and adaptable, be able to work individually or as a team
  • Flexibility and adaptability to work under pressure and meet specific deadlines
  • Respect for other cultures and value systems, ability to work independently and take initiative
  • Understand workflows between teams, and team dynamics

How to apply:

To apply, send an email before 15 November 2021 to jobs@civitas-maxima.org with: 

  • CV et Cover Letter 
  • One or more references may be asked to the candidate during interviews.
  • No phone enquiries. Only short-listed candidates will be contacted.
Administrative Assistant

Position: Administrative Assistant

Contract: Permanent contract, 50%, Junior level

Deadline for application: 15 November 2021 

Envisioned starting date: 1 December 2021  

Salary Range: 4’000 CHF – 4’500 CHF Equivalent Full Time (Gross)

Duties and Responsibilities:

Under the responsibility of CM Geneva’s Director, and under the direct supervision of the Head of Finance and Administration, this post is responsible for the following tasks:

Office management 

  • Provide administrative support to ensure efficient operation of office.
  • Maintain office supplies inventory; anticipate needed supplies; place and expedite orders for supplies; verify receipt and stock supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment.
  • Do a cost-benefit analysis of various options prior to making substantial purchases (e.g.: IT equipment, travel/accommodation arrangements, etc.)
  • Maintain service contracts on office equipment and subscriptions.
  • Manage office mail by receiving and distributing incoming and outgoing correspondence.
  • Maintain office schedule by picking up and delivering items as needed.
  • Answer and transfer calls/messages, appropriately forwarding messages and following up on inquiries.
  • Develop and maintain filing system; manage database.
  • Take minutes of meetings when present. 
  • Coordinate with various partners and service providers. Solve problems associated with vendors regarding shipments, billing, and statements.
  • Update and maintain office policies and procedures.
  • Implement processes or system standards to ensure good management of the organization or compliance with legislation.

Assistance to the Director and the Deputy Director

  • Assist with any logistical aspects related to governance, convening and organising Board Meetings and regular meetings.
  • Provide support to the Board of the Organisation or other committees.
  • Make travel arrangements such as booking flights, hotel, visa applications or restaurant reservations.
  • Assist in preparing and checking travel expenses and regular expense reports.
  • Keep up to date with any regulatory or statutory changes and policies that might affect the organization.
  • Draft letters and documents; prepare reports by collecting and analyzing information.

IT management

  • Provide IT support and ensure staff IT needs are met.
  • Maintain and update IT equipment; install and configure hardware and software.
  • Create user accounts and perform access control.
  • Troubleshoot malfunctions.
  • Implement security protocols and procedures to prevent potential threats to work product security.

Administrative and management of personnel 

  • Assist relevant Department Head with the recruitment process by posting job offer on platforms and websites, identifying candidates and arranging interviews.
  • Monitor spontaneous applications.

Education, training and experience requirements:

  • Federal Vocational Baccalaureate ( Maturité professionnelle ) or equivalent/higher.
  • Excellent written and communication skills 
  • Proficiency in MS Office
  • French native speaker or equivalent, fluency in written and spoken English 

Personal attributes: 

  • Good interpersonal and time management skills
  • Strong administrative skills, meticulous attention to detail and an aptitude for using IT software
  • Highly motivated and organized
  • Energetic, flexible, and adaptable, be able to work individually or as a team
  • Flexibility and adaptability to work under pressure and meet specific deadlines
  • Respect for other cultures and value systems, ability to work independently and take initiative

How to apply:

To apply, send an email before 15 November 2021 to jobs@civitas-maxima.org with: 

  • CV et Cover Letter 
  • One or more references may be asked to the candidate during interviews.
  • No phone enquiries. Only short-listed candidates will be contacted.