Type of contract: Employment– maternity cover
Work time: Full-time position (some availability outside of normal working hours required)
Reporting to: Head of Finance and Administration
Internal relations: All GSF staff
External relations: Swiss authorities, office facilities staff, and external providers for IT, office and travel management
Role Summary
The role of the Senior Office Administrator (maternity cover) is to ensure the continuity and operational functioning of the Administration team and the Secretariat office in Geneva. The role oversees office management, administration, travel and IT coordination, in compliance with internal policies. The Senior Office Administrator will act as GSF’s focal point with external partners related to office management and IT services.
Position Responsibilities
Office Administration
* Provide administrative support for GSF’s day-to-day operations;
* Act as GSF focal point with the office facilities team for all matters linked to the Secretariat office: safety and security of the building, parking, maintenance issues, repairs, service and delivery matters;
* Maintain procurement and inventory of office furniture, stationery and refreshments, in line with the GSF Procurement policy;
* Answer GSF’s main phone line;
* Inform external IT partners of any technical problem linked to office’s WiFi network or meeting rooms and relevant conference system equipment;
* Collect, distribute and manage office mail;
* Keep Geneva-based staff informed of all office-related news and updates, as relevant.
IT Equipment and support
* Act as GSF focal point for all IT-related matters with external partners, ensuring effective service delivery
* Review and coordinate IT requests and projects with service providers, ensuring timely resolution and alignment with organisational needs.
* Oversee IT support to GSF staff and coordinate follow-ups with external partners;
* Monitor and report on IT tickets and incidents for internal records and process improvements;
* Maintain and manage IT inventory, tracking allocation, returns and overall equipment lifecycle;
* Coordinate with Human Resources for the preparation and configuration of IT equipment for GSF staff or representatives;
* Manage user access and permissions, including the setup and deactivation of email addresses, Office 365 licenses, and SharePoint access;
* Ensure compliance with IT policies and best practices, collaborating with IT partners to implement security measures and updates;
SharePoint and internal Data Management System maintenance
* Ensure the maintenance of a structured and efficient internal data management system, implementing best practices for organisation and accessibility and providing training;
* Oversee the maintenance and regular updates of data management procedures to ensure consistency and compliance with organisational needs;
* Support the team on the use of the internal project management platform as needed.
Travel Management
* Ensure compliance with the GSF travel policy;
* Oversee work of the GSF Travel and Events team, ensuring efficiency and adherence to policies and procedures;
* Monitor travel bookings for cost efficiency and identify opportunities to optimise travel costs;
* Support with organisation of Board meetings, under the supervision of the Senior Management Team and in collaboration with the Travel and Events team.
Relations with Swiss authorities
* Ensure GSF’s registration with Swiss federal and cantonal authorities is updated (e.g. Trade Registry) and relevant correspondence and documents are sent in line with each body’s requirements and deadlines.
* Act as GSF focal point with CAGI and other Geneva-based partner organisations, as well as other affiliated organisations.
Team Management
* Oversee and provide guidance to the Travel and Events team members;
* Ensure proper cover within the team to maintain continuity of operations.
Requirements
Education and Experience
* BA or equivalent, ideally in the field of office/HR administration;
* 5-7 years of experience in a similar position.
Other Requirements
* Strong IT proficiency, including first-level troubleshooting and support for common technical issues;
* Strong organisational skills and ability to manage multiple tasks, prioritise effectively and work independently;
* Excellent communication and strong interpersonal skills;
* Strong attention to detail;
* Positive attitude and excellent team spirit;
* Ability to work in a multicultural and busy environment;
* Solution-oriented;
* Adaptability and flexibility;
* Proficiency with MS Office suite and SharePoint;
* Full proficiency in English and French; other languages would be an asset.
How to Apply
Please send your curriculum, cover letter and two references to the email address recruitment@globalsurvivorsfund.org with Senior Office Administrator – maternity cover as the email subject by Sunday 29th March 2026 (midnight CET), specifying whether you hold a valid work permit for Switzerland. The introductory email should include answers to the following questions:
* 1 – Do you speak English and French fluently?
* 2 – Have you worked as in-house focal point for IT or Office matters in a previous organisation?
* 3 – Do you have experience managing a team?
Please note that only shortlisted candidates will be contacted.
The Global Survivors Fund (GSF) is dedicated to fostering diversity, gender balance, and inclusion, reflecting the varied landscapes where we operate and the communities we work with. We welcome applications from qualified professionals of all backgrounds, cultures, and beliefs. We particularly encourage candidates from regions where GSF is active to apply.
At GSF, we are committed to enforcing stringent Safeguarding policies, covering protection from exploitation, abuse, harassment, misuse of power, and discrimination, as well as child safeguarding and financial and fiscal integrity. We uphold a zero-tolerance approach to any form of unacceptable behaviour.
As part of our recruitment process, shortlisted candidates will be required to provide references from previous employers and complete a self-declaration.
GSF does not charge a processing fee at any stage of its recruitment, selection, or hiring processes (i.e. application stage, interview stage, validation stage, appointment, or training). GSF will never request applicants’ bank account information.
Please note that candidates must be authorised to work in Switzerland at the time of application.
Your Data - If you choose to apply for this position, you will be providing us with your personal data, which will be processed solely for the purpose of selecting a candidate for this position. We will retain the personal data you share with us as part of the application process for six months from the application deadline, after which it will be deleted. Your personal data will be accessed only by our HR Staff managing the recruitment process and members of the selection panel. You have the right to a) request access to your personal data and information about how we process it, b) ask us to rectify any inaccurate personal data we hold about you c) request the deletion of your personal data or restrict its processing, and d) object to how we process your data. To exercise these rights, please contact recruitment@globalsurvivorsfund.org. If you have any concerns or complaints about how GSF processes your personal data, please submit them to DataProtection@globalsurvivorsfund.org.
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