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 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; 

 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, ensuring timely resolution and alignment with organisational needs. 
• Oversee IT support to GSF staff and coordinate follow-ups with external partners; 

SharePoint and internal Data Management System maintenance 
• Ensure the maintenance of a structured and efficient internal data management system, implementing best practices for organisation and accessibility and providing training; 
• Oversee the maintenance and regular updates of data management procedures to ensure consistency and compliance with organisational needs; 
• 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, ensuring efficiency and adherence to policies and procedures; 
• Monitor travel bookings for cost efficiency and identify opportunities to optimise travel costs; 

Relations with Swiss authorities 
• Ensure GSF’s registration with Swiss federal and cantonal authorities is updated (e.g. Trade Registry) and relevant correspondence and documents are sent in line with each body’s requirements and deadlines. 
• Act as GSF focal point with CAGI and other Geneva-based partner organisations, as well as other affiliated 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. 
• 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.