Administrative & Logistics Associate - Mediation Support and Policy Unit

Want to help put peace into action? The Centre for Humanitarian Dialogue (HD) works to prevent and resolve armed conflicts through mediation and private diplomacy. We are looking for an Administrative & Logistics Associate.

As an impartial and independent mediator, HD connects with all parties to a conflict to reduce tensions, build trust and create the conditions for peace. The Mediation Support team (MESU) takes projects from concept to completion around the world, supported by rigorous evaluation for internal learning and sharing with the peacemaking community.  

For more on HD, please visit https://hdcentre.org/

Responsibilities

Logistics

• Support MESU events by designing and preparing logistics and admin arrangements 
• Plan and prepare MESU participation in international workshops and conferences
• Manage all travel arrangements for the MESU team, consultants and visitors, including flights, hotels in Switzerland and abroad, visas, travel insurance etc
• Manage contracts with hotels, transport providers, caterers and other external parties
• Plan the regular team meetings and annual retreats
• Ensure travel arrangements by the team comply with HD policies
• Review and process travel authorisations
• Participate in MESU meetings, as appropriate, including outside Geneva

Administration

• Oversee timesheet delivery and quality. Assist managers with filling out time sheets 
• Oversee MESU expense claims to ensure HD compliance
• Process invoices and payments quickly and efficiently
• Ensure that rules, policies (including Standard Operating Procedures) and controls are applied consistently and adequately. Inform promptly in case of any issues
• In liaison with HR, prepare consultancy agreements and ensure proper documentation is sent back
• Check invoices and expense claims from consultants to ensure HD compliance. Get necessary approvals to trigger payments
• Help HR with induction of new consultants. Coordinate with the HR and Finance teams as needed

Qualifications/Skills

Essential

• At least 1-2 years of experience in travel/logistics administration
• Proficiency in Excel
• Fluent English. French and other languages are strong assets

Preferred

• 3+ years in travel and event management and administration at an international NGO or similar organisation
• Relevant degree in travel/hospitality or 2 years with a travel agency

Core Competencies

• At home in a fast-paced, multicultural and demanding international environment
• Ability to work proactively and independently but in tandem with other teams
• Strong coordination, communication and people skills
• Logical and methodical thinker
• Ability to work to deadlines and under pressure
• Service and solution-oriented

If you meet the criteria, please send your resume (maximum 2 pages) and a short cover letter in a single PDF file by 7 May 2023 to hrgeneva@hdcentre.org.

Please indicate MESU Administrative & Logistics Associate in the subject line of your email.