Executive Office Manager

About Switzerland for UNHCR, the Swiss Foundation for UNHCR

UNHCR, the United Nations Refugee Agency, is a global organization dedicated to saving lives, protecting the rights of refugees and building a better future for the millions of people forced to flee their homes.

Since 1950, UNHCR has responded to multiple crises on different continents and has provided vital assistance to refugees, asylum-seekers, internally displaced and stateless people, many of whom have nowhere else to turn. Its work was aimed at ensuring their rights, protection and assistance, preserving their dignity and well-being.

Switzerland for UNHCR (CH4U), is the UN Refugee Agency’s national partner for Switzerland. We support UNHCR's mission by mobilizing essential resources and raising awareness on behalf of those who are forced to flee.

To allow UNHCR to protect forcibly displaced populations, the Foundation needs the support of the Swiss people. Every Franc donated is spent in a responsible and transparent manner, and donations are tax exempt.

Switzerland for UNHCR also carries out awareness and advocacy initiatives to draw the general public’s attention to the challenges faced by people forced to flee around the world, and to what UNHCR does to protect them.

The Foundation is currently looking for an Executive Office Manager. The Executive Office Manager acts as secretary of the Board, playing an important role in the Foundation’s governance. She/he provides strategic support and daily operations for the executive team, ensuring the efficient rollout and implementation of cross-unit projects

ROLE

Within a growing team, this position reports and is under the responsibility of the Deputy Executive Director.

We are seeking a dynamic, versatile and proactive team player, with a strong interest in a strong non-profit brand and refugee/humanitarian issues. The incumbent should have excellent administrative experience in a wide array of strategics areas to assist the Board and the Executive team in many support activities, including assistance in organizing meetings, administrative support, as well as playing a pivotal role for the yearly planning, governance and risk management support.

MAIN RESPONSIBILITIES

The Executive Office Manager will take the following responsibilities:

Leadership and governance support

• Provide full administrative support at a senior level to the Executive Director / Deputy Executive Director and Board, acting as first point of contact and coordination.
• Organize, coordinate and document Board meetings, including scheduling, drafting agendas, managing logistics, preparing and distributing presentation materials, writing meeting minutes, and ensuring follow up actions are completed.
• Offer administrative, organizational and content related support in Good Governance/Best Practices, including assisting in drafting, amending and implementing foundation corporate documents, monitoring follow-up actions and securing compliance with applicable rules and regulations set in by-laws regarding Board matters.
• Plan and orchestrate work schedules and travel logistics for the Executive Director / Deputy Executive Director.
• Collaborates with the leadership in organizing the heads of unit meetings and any other meetings upon request, including logistics, meeting preparation and taking of minutes in collaboration with the Administrative Assistant.
• Executive and operational support to the Executive Director / Deputy Executive Director as needed.
• Facilitate communication by liaising internally and externally with the different stakeholders on various projects and tasks.
• Perform any other duties as required by the Executive Director / Deputy Executive Director and Board to support organizational goals and objectives.

Planning, compliance and risk management

• Supports the Deputy Executive Director in ensuring the global frameworks necessary for an effective functioning of the Foundation are in place and oversees their proper implementation.
• Supports the leadership in the coordination of the yearly and pluri-annual strategic planning of the Foundation, incl. related goals and operational roll-out, to be aligned with CH4U’s strategy and the Foundation’s mission.
• Collaborates with the leadership in the coordination of the Annual Plan to ensure optimal information and effective communication with UNHCR as the partner organization according to the agreements in place, acts as a reference point for the coordination of the Annual Plan and meeting of deadlines.
• Manages the annual CH4U calendar and develops and monitors the yearly planning to meet all deadlines linked to PSP (Private Sector Partnerships, e.g. Narrative Reporting, PPH Donor portfolio), the Board of Trustees (e.g. Cockpit) and external stakeholders such as ASF (Autorité fédérale de surveillance des fondations, e.g. Annual Report, Financial Statements).
• Supports the leadership in the risk management (framework management, action points follow up) for the entire Foundation.
• Maintain and refine internal processes, coordinate resources effectively and manage data and filing systems efficiently.

PROFILE

Key competencies

Experience

• 7 - 8 years’ relevant experience including several years at similar level
• Strong administrative experience for high level executives and previous successful work experience in an international environment / non-for-profit agency / organization
• Experience and understanding of the humanitarian, development and sustainability sectors

Education

• Graduate or post graduate degree

Skills and Attributes

• Sense of confidentiality and ability to cope with stressful situation
• Very strong ability to use initiative, prioritize, multi-task, and work well under pressure to meet deadlines
• Very clear and systematic thinking that demonstrates strong judgment and problem-solving competencies
• Creative and analytical thinker with strong problem-solving skills
• Very well organized and structured with high attention to details, accuracy and results oriented
• Ability to lead and motivate a team for optimum performance
• Very strong ability to manage large size projects with delegated budget management
• Excellent written and oral communication and interpersonal skills in a fast-paced multi-cultural and multilingual environment
• Very good capacity to work autonomously as well as a team player
• Very strong ability to interact with internal and external stakeholders with very strong negotiation and advocacy skills
• Comfortable at participating in the exploration of new areas of activities, challenging ideas and projects

Other requirements

• Knowledge, interest and a strong commitment for the work and mission of UNHCR and the refugee cause
• Excellent command of English, French and German; Italian is an asset
• Excellent computer skills and knowledge of MS Office applications