Logistics and Administrative Associate

Geneva Com; Genf; Hybrid; CHF 60.000 - 75.000; Vollzeit

Zusammenfassung

HD Centre in Geneva invites applications for a Logistics and Administrative Associate to support the Digital Conflict Directorate across AI, cyber, information threats, and outer space work. You will manage travel, events, and the daily running of the directorate with a proactive, detail-oriented approach.

The role requires 3–5 years in logistics and admin, strong English, and proficiency in MS Office. Flexible within Europe, located within 2 hours of CET, for a 12-month term.

Qualifikationen

• 3-5 years of experience in logistics and administration.
• Experience with travel arrangements and/or NGO work is a plus.
• Strong written and spoken English.
• Experience with AI tools is a plus.

Aufgaben

• Coordinate travel for the Digital Conflict Directorate, arrange conferences and meetings, and negotiate contracts with external providers.
• Coordinate monthly invoices and expense claims, validate supporting documents, and liaise with stakeholders.
• Assist in preparation of Travel Authorisations and prepare administrative reporting for key events and travel activities.
• Contribute to additional tasks as requested by the supervisor.

Kenntnisse

Logistics

Administration

Travel arrangements

English language

Microsoft Office

AI tools

Attention to detail

Autonomy

Communication

Teamwork

Tools

Microsoft Office

Jobbeschreibung

Administration, HR, Management, Accounting/Finance

Logistics and Administrative Associate – Digital Conflict

Location: Geneva, Switzerland

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 conferences, 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 cost 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

HD promotes equal opportunities in employment.

Closing date: 26 August

Job Email ID:

hrgeneva(at)hdcentre.org

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