Global Survivors Fund is looking for a Senior Office Administrator (Maternity Cover)

Vacancy Announcement

Title: Senior Office Administrator

Type of contract: Employment – maternity cover

Contract duration: 7-month fixed-term contract

Work time: Full-time position (some availability outside of normal working hours required)

Reporting to: Head of Finance and Administration

Location: Geneva, Switzerland

Start date: June 2026

Application deadline: 29/03/2026

Role Summary

The role of the Senior Office Administrator (maternity cover) is to ensure the continuity and operational functioning of the Administration team and the Secretariat office in Geneva. The role oversees office management, administration, travel and IT coordination, in compliance with internal policies. The Senior Office Administrator will act as GSF's focal point with external partners related to office management and IT services.

Position Responsibilities

Office Administration

• Provide administrative support for GSF's day-to-day operations
• Act as GSF focal point with the office facilities team for all matters linked to the Secretariat office: safety and security of the building, parking, maintenance issues, repairs, service and delivery matters
• Maintain procurement and inventory of office furniture, stationery and refreshments, in line with the GSF Procurement policy
• Answer GSF's main phone line
• Inform external IT partners of any technical problem linked to office's WiFi network or meeting rooms and relevant conference system equipment
• Collect, distribute and manage office mail
• Manage and respond to [email protected]
• Keep Geneva-based staff informed of all office-related news and updates

IT Equipment and Support

• Act as GSF focal point for all IT-related matters with external partners, ensuring effective service delivery
• Review and coordinate IT requests and projects with service providers
• Oversee IT support to GSF staff and coordinate follow-ups with external partners
• Monitor and report on IT tickets and incidents for internal records and process improvements
• Maintain and manage IT inventory, tracking allocation, returns and overall equipment lifecycle
• Coordinate with Human Resources for the preparation and configuration of IT equipment for GSF staff
• Manage user access and permissions, including the setup and deactivation of email addresses, Office 365 licenses, and SharePoint access
• Ensure compliance with IT policies and best practices

SharePoint and Internal Data Management System Maintenance

• Ensure the maintenance of a structured and efficient internal data management system
• Oversee the maintenance and regular updates of data management procedures
• Support the team on the use of the internal project management platform as needed

Travel Management

• Ensure compliance with the GSF travel policy
• Oversee work of the GSF Travel and Events team
• Monitor travel bookings for cost efficiency and identify opportunities to optimise travel costs
• Support with organisation of Board meetings

Relations with Swiss Authorities

• Ensure GSF's registration with Swiss federal and cantonal authorities is updated (e.g. Trade Registry)
• Act as GSF focal point with CAGI and other Geneva-based partner organisations

Team Management

• Oversee and provide guidance to the Travel and Events team members
• Ensure proper cover within the team to maintain continuity of operations

Requirements

Education and Experience

• BA or equivalent, ideally in the field of office/HR administration
• 5-7 years of experience in a similar position

Other Requirements

• Strong IT proficiency, including first-level troubleshooting and support for common technical issues
• Strong organisational skills and ability to manage multiple tasks, prioritise effectively and work independently
• Excellent communication and strong interpersonal skills
• Strong attention to detail
• Positive attitude and excellent team spirit
• Ability to work in a multicultural and busy environment
• Solution-oriented
• Adaptability and flexibility
• Proficiency with MS Office suite and SharePoint
• Full proficiency in English and French; other languages would be an asset

How to Apply

Please send your curriculum, cover letter and two references to [email protected] with "Senior Office Administrator – maternity cover" as the email subject by Sunday 29th March 2026 (midnight CET), specifying whether you hold a valid work permit for Switzerland.

The introductory email should include answers to the following questions:

• Do you speak English and French fluently?
• Have you worked as in-house focal point for IT or Office matters in a previous organisation?
• Do you have experience managing a team?

Please note that only shortlisted candidates will be contacted. Candidates must be authorised to work in Switzerland at the time of application.

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