Vacancies

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

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