Programme Assistant – Issues Affecting Women Programme
Deadline for application: 25 April 2021
Location: Geneva, Switzerland
Reporting to: Director, Issues Affecting Women Programme
Salary: Highly competitive salary and benefits
Oak Foundation (oakfnd.org) commits its resources to address issues of global, social and environmental concern, particularly those that have a major impact on the lives of the disadvantaged. With offices in Europe, Africa, India and North America, we make grants to organisations in approximately 40 countries worldwide.
All women and girls should be safe, free and have an equal chance to thrive. Yet every day, because of unequal power relations, women experience violence and discrimination and are denied the freedom to decide how they will live. This undermines their health, safety, dignity and independence. The Issues Affecting Women Programme (IAWP) finds inspiration and hope in the strong, and vibrant movements, built and led by women, which are transforming lives and communities across the world. Their shared purpose and collective power are sparking progressive attitudes and advancing a more just world – in ways that protect human rights and the future of our planet. Supporting these movements to live, breathe, strengthen and grow – by enabling women’s agency, leadership and capacity – is at the heart of what the programme does. You can read more about their strategy here.
The IAWP team strives to live the values it works to advance. In addition to a deep commitment to advancing women’s rights, our culture is characterised by collegiality, mutual support, high expectations and laughter. We are currently recruiting a Programme Assistant to support the Director and team of the Issues Affecting Women Programme.
Main responsibilities include:
Support to the Director
- Scheduling: Manage the Director’s schedule, including coordinating all activities, arranging meetings and coordinating travel including applying for visas, booking planes/trains/accommodation/developing an itinerary. Help track and support meeting deadlines.
- Team calendar: Maintain overall team calendar for planning purposes.
- Administration: Provide administrative support to the Director and team, organise and maintain files, submit expenses and log documents with response deadlines. Other administrative tasks as assigned.
- Meetings: Attend various meetings with internal and external parties; take notes and follow up on action points as required.
- Grant Management Tool: Build a general understanding of the grant-making tool in order to upload the Director’s comments into the system and support the Director to navigate through the system when requested. Responsible for sending reporting reminders to grantees and following up as necessary.
- Research: Research on various topics including web search, contacting third party providers, peers and other subject matter experts and provide findings to the Director. Follow up as required.
- Communications: Work the team and the Communications Department to prepare and pull together material for presentations, briefings and background material as required by the Director. This includes preparing and coordinating material and presentations for board meetings, events, meetings and team calls. Develop and produce programme newsletters. In consultation with the Director and the team, draft monthly programme updates, assist the Director and the team in the preparation of the biannual and annual reports, as well as programme communications material.
General Administrative Support to the Programme
- Contracts and payments: Provide support in drafting contracts and payments, liaise with third party providers on various issues. Maintain a roster of consultants and keep a record of staff satisfaction with work completed.
- Events Planning: Co-ordinate team training activities and meetings including invitations to participants, room set up (table, chairs, flipcharts, video equipment), providing videocall information, ensuring presentations are in the right format, organise lunches, book restaurants, pick-ups and other logistics. Provide other back office support as needed.
- Recruitment: When recruitments take place, follow-up with candidates at all stages of the process.
- Travel: Co-ordinate and arrange team travel for programme events.
- Grant Management Tool: Ensure backup support with Grant Management System/general IT queries/Intranet.
- Special Projects: Participate and represent the Issues Affecting Women Programme in internal and external meetings and working groups as needed.
- University degree or equivalent qualification/experience;
- A minimum of five years’ experience in a comparable role;
- Excellent organisational skills, high level of discretion and attention to detail;
- Handle and cope with confidential information easily;
- At ease with working and speaking with President and Senior management;
- Polyvalent, enjoy working on multiple projects and able to juggle competing priorities;
- Positive attitude and resourceful;
- Be results-oriented, able and prompt to anticipate needs, responsive;
- Excellent communication skills, both written and oral, including the ability to communicate effectively and diplomatically at all levels;
- Ability to work independently and under pressure;
- Commitment to the continuous improvement of personal and organisation-wide results;
- Team player and enjoy working with multi-cultural teams across the globe;
- IT savvy – ability to manage, and adapt to, modern communication and document management technologies. Experience with database programmes, MS Office Word, Excel, PowerPoint, etc
- Sense of humour;
- Fluent English, written and spoken. Fluent French is desirable, all other languages are a plus;
- A commitment to advancing feminism and human rights and to Oak’s organisational values;
- Swiss/EU citizen or valid work permit for Switzerland.
The position will be based in Geneva, Switzerland, and reports to the Director of the Issues Affecting Women Programme.
How to apply
Only candidates with Swiss/EU citizenship or a valid work permit for Switzerland will be accepted.
Interested candidates submit their Curriculum Vitae and a compelling covering letter to the jobup platform by 25 April 2021. Please note that we will only be contacting shortlisted candidates.
By submitting your application, you confirm that you have read and understood Oak’s job applicant’s data privacy notice.
Oak Foundation is committed to safeguarding and promoting the welfare of children, as detailed in our child safeguarding policy. We expect all staff to share this commitment. Please note that the successful candidate will undergo reference checks and be required to provide a police record prior to starting employment.