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Operations Coordinator - French and English

Geneva Permanent View Job Description
As an Administrative, Procurement, and Project Coordinator, you will play an important role in ensuring efficient office operations, procurement management, and coordination of key administrative projects. This dual-function role combines administrative leadership with project coordination, supporting the delivery of our client strategic objectives by ensuring smooth internal processes and the successful execution of organizational projects.
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Added 14/10/2024

  • Project management, and executive support within an international environment
  • Ensuring smooth operations and compliance

About Our Client

Our client is an international organisation.

The role is critical to maintaining high standards in administrative processes, procurement management, and project implementation.

Job Description



  • Team Leadership and Coordination:
    • Lead the General Services Team, providing supervision, guidance, and team development.
    • Ensure seamless coordination of administrative functions across teams and offices.
    • Develop and implement procedures to enhance office efficiency, aligning processes with regional leadership globally.
    • Serve as the main liaison for administrative coordination between teams.


  • Procurement Management:
    • Oversee the procurement process, ensuring transparency, efficiency, and compliance with PSI and donor standards.
    • Manage supplier relationships, negotiate contracts, and ensure the quality of acquired goods and services.
    • Supervise and manage the preparation of requests for proposals.


  • Project Coordination:
    • Lead and coordinate administrative projects, including office enhancements and policy implementations.
    • Collaborate with departments to ensure timely project completion, balancing priorities and resources.
    • Ensure adherence to project deadlines, budgets, and stakeholder expectations.


  • Governance and Meeting Support:
    • Oversee the organisation of PSI governance meetings, including logistics, agenda preparation, and document coordination.
    • Assist in the planning and operational execution of key events, such as Congress.
    • Maintain accurate records and ensure compliance with governance standards.


  • IT and Information Management:
    • Manage document archiving and information systems for the Head Office.
    • Coordinate with IT providers for system implementation and user support.
    • Oversee system upgrades and administration-related IT tools.


  • Executive Support:
    • Support the General Secretary and Senior Management Team in executing their constitutional and political duties.
    • Act as a backup for the Head of Global Operations to ensure smooth administrative operations in their absence.



The Successful Applicant


Education:

  • Bachelor's degree in Business Administration, Project Management, or related fields.



Skills and Attributes:

  • Strong organisational and multitasking skills, able to manage competing priorities under pressure.
  • Experience leading administrative projects from inception to completion.
  • Excellent interpersonal skills, with the ability to communicate effectively in a multicultural environment.
  • Strong team player with leadership capabilities.
  • Proficiency in MS Office (Word, PowerPoint, Excel), project management tools, and CRM software (e.g., Salesforce).



Experience:

  • At least 5 years of experience in senior administrative roles, with experience managing teams and leading projects.
  • 10 years of experience in diverse administrative functions, ideally within an international organisation or NGO.
  • Experience in procurement processes and IT support management is advantageous.



Languages:

  • Fluency in English and French is required

What's on Offer

The role reports to the Head of Global Operations, supervising a team of administrative assistants and liaising across departments and regions.

Contact
Marine Moncozet
Quote job ref
JN-102024-6561860

Job summary

Job Function
Public Sector & Not for Profit
Specialisation
Project Assistant
Industry
Not For Profit
Location
Geneva
Contract Type
Permanent
Consultant name
Marine Moncozet
Job Reference
JN-102024-6561860

PageGroup is an equal opportunity employer committed to workforce diversity, both as an employer as well as a recruitment service provider. Each recruitment decision we make for people we hire and people we place into new roles is based solely on the candidates’ knowledge, experience and skills.