JOB DESCRIPTION Job Title: Administration ... - HAP International

JOB DESCRIPTION
Job Title: Administration Assistant (50%)
Job Purpose: To provide general administrative and logistical services for the overall efficient
running of the HAP-International Secretariat.
Reporting to: Finance and Administration Manager
Staff reporting to: interns (if applicable)
Background: HAP-International is a partnership of humanitarian agencies dedicated to building a
system of self-regulation based upon quality management and accountability principles, with a
specific commitment to make humanitarian action accountable to its intended beneficiaries. This is
pursued through building capacity in member agencies, promoting research in humanitarian quality
management, establishing a system of quality management certification and dealing with complaints
concerning quality and accountability. The partnership is supported by a small Secretariat based in
Geneva, employing an Executive Director and professional staff (for standards development,
research, communications and capacity building), and field-based advisory staff.
Specific Responsibilities:
1. General Administration:
Maintain cost-effective office service contracts (accommodation, communications, services,
supplies, insurances, travel) by being aware of contract conditions and relevant deadlines for
renewals etc
Manage electronic filing system (only assigned files)
Develop and maintain efficient and accurate manual filing systems
Regularly update contact lists and HAP database
Process incoming mail and emails sent to the HAP Secretariat address. Draft and edit
correspondence when required
Develop and maintain internal administrative systems and controls
Maintain a tidy and efficient office environment
Minute taking for internal and external meetings
Check invoices, obtain approvals and prepare requests for payment.
2. Logistics
Procure office and programme supplies, furniture and equipment as required
Maintain office furniture and equipment, including computers, printers, phones, fax,
scanner, etc
Maintain supplies of consumables for printers and other office equipment
Manage the office supplies and the basement storage room
Update and monitor the equipment inventory list
Assist in organizing agendas and logistical details for meetings, seminars and workshops,
including setting up audio visual equipment, flipcharts etc; arranging refreshments and responding
to other reasonable requests
Provide administrative and practical support to consultants as needed
Arrange flight reservations, hotel bookings, itineraries and visa requests
Organize the distribution of the annual Humanitarian Accountability Report and other HAP
publications.
3. HR recruitment support
Job Descriptions – proof read and ensure the JD’s are comprehensive and suitable for effective
recruitment and properly formatted.
Advertising – proof read and post adverts and JD’s onto relevant websites.
Screening of applications – initial screen of applications to sift out those that are unsuitable, from
those received in the HAP recruitment in-box and to print out suitable applications for shortlisting
Interview admin – support to set up interviews, including; communicating with candidates,
arranging suitable dates for interviews with candidates and the interview panel, developing a

question plan, providing interview packs for interviewers and letters of invitation to selected
candidates. Correspondence with candidates about the outcome of interviews.
Interviews – arrange suitable interview rooms at MIE, and under the direction of the lead manager
select the interview panel and arrange for their attendance at the interview
4. Board administration
Make all practical arrangements for Board meetings and the annual General Assembly including,
but not limited to: arranging trips, accommodation, catering, meeting rooms, audiovisuals,
printing, distribution of published materials, invitations, visa requests, transport arrangements and
other associated tasks as required.
Arranging equipment as required and other addressing other relevant special needs
Facilitating the election process for the offices of the HAP General Assembly and Board
Ensure that the official records of Board and General Assembly meetings are accurate,
up to date and properly authorized with signatures;
5. Other
Welcome visitors to the Secretariat
Answer phones
Assist staff and visitors by responding to reasonable requests for support
Undertake other reasonable administrative and other tasks assigned by Secretariat staff as
required
Person Specification
Essential
Fluency in French and English
Proven experience in office administration and good knowledge of management systems
Basic knowledge of Swiss employment and administration
Proficient knowledge of Microsoft office, particularly words processing and spreadsheet skills
Experience planning events and board meetings for international attendees
Team player
‘Customer Service’ oriented
‘can-do’ problem solver
Innovative, dynamic and independently able to carry out duties
Excellent time-management skills
Flexibility and adaptability
Ability to communicate effectively at all levels
Familiarity with humanitarian values and HAP’s mission
All staff are required to behave in accordance with the HAP Code of Conduct.
Terms and Conditions
Salary: CHF 45,000 - 55,000 (50% pro-rata will be 22,500 – 27,500). This is a 50% position.
Location: Geneva, Switzerland
Open Ended contract
Start date: ASAP
Applications
Interested candidates should submit their applications (in English) by email to:
voberson@hapinternational.org
Please send your CV, with covering letter, and names of two references (one of whom should be a
previous employer) and mention Administration officer and your name in the subject line.
Deadline for applications: June 18, 2012
Interview with shortlisted candidates: June 21, 2012
Please note that we can only consider the applications of Swiss or EU citizens. Applications from
Non-EU citizens who already have a valid work permit for the canton of Geneva will only be
considered when a copy of the permit is sent with the application.