Logistics and Administrative Associate – Digital Conflict

Location: Flexible within Europe; located within 2 hours of CET

Duration: 12 months, subject to renewal

Starting date: September

Background

HD’s Digital Conflict Directorate is at the forefront of efforts to mitigate the negative impact of technologies on international peace and security. We are seeking a Logistics and Administrative Associate to provide support to the team across their AI, Cyber, Information Threats and Outer Space work.

The Associate would provide support in the everyday running of the Directorate, as well as helping organise events, dialogues, travel and accommodation for team members.

They would serve as a core member of HD’s 20-person Digital Conflict Directorate, forming part of a dynamic, fast-paced and innovative team within HD

Responsibilities and expected outcomes: 

  • Support the Digital Conflict Directorate’s travel and assist with the preparations of activities and meetings:
    • Organise conference, dialogues, and other meetings in coordination with relevant HD team members
    • Handle travel arrangements for HD team members, external consultants and meeting participants in accordance with HD policies
    • Negotiate rates, prepare contracts and agreements with external providers
    • Validate invoices relating to all travel and meeting expenses according to HD’s internal policies
    • Prepare administrative reporting on key events and travel activities
    • Assist in preparation of Travel Authorisations for relevant HD team members, consultants and meeting participants
    • Handle logistics payments as per HD policies
    • Provide logistics costs estimates for budget planning purposes
  • Coordinate monthly invoices and expense claims:
    • Control and validate expense claims and invoices, including reviewing supporting documents against HD policies
    • Ensure requisite approval of key administrative documents
    • Liaise with relevant stakeholders on administrative matters
    • Liaise with other events and logistics associates
  • Conduct additional tasks on request of supervisor in line with the role

Required Skills and Qualifications 

  • 3-5 years’ experience in a logistics and administration function
  • Prior experience in travel arrangements and / or an NGO based in Switzerland is a plus
  • Strong written and spoken English
  • Good command of Microsoft office suite tools. Experience with AI tools is a plus
  • Strong attention to detail
  • Autonomy and a problem-solving attitude
  • Team spirit and strong communication skills

If you are interested in this position and meet the above criteria, please send your CV together with a cover letter (maximum 750 words) outlining your relevant experience. 

All materials should be submitted in a single PDF file to hrgeneva@hdcentre.org by 26 August.

Please indicate “Logistics and Administrative Associate – Technology and International Security” in the subject line of your e-mail.  

HD promotes equal opportunities in employment.

For more information, please visit: www.hdcentre.org.