Hub Administration Coordinator

The Humanitarian Hub is a coworking space that has been created by a group of organizations:

• CHS Alliance (http://www.chsalliance.org/)

• Danish Refugee Council (http://www.drc.ngo/)

• ICVA-International Council of Voluntary Agencies (http://www.icvanetwork.org/)

• Save the Children International (http://www.savethechildren.net/)

• The Internal Displacement Monitoring Centre (http://www.internal-displacement.org/)

Together with the Norwegian Refugee Council (http://www.nrc.no/).

The Hub is located at La Voie-Creuse 16, Geneva and hosts several other non-governmental organizations. We offer a young and flexible multi-cultural environment, working for a highly motivating cause. The Hub Coordinator will embody the heart and soul of Humanitarian Hub coworking space and create a positive coworking environment where space, amenities and services are shared, mutually respected and even made more enjoyable.

What you will do

Working closely with 5 HHP partners and reporting to the Chair of the Operations Governance Committee, you will have full ownership of the day-to-day office management operations for a community of 120+ Humanitarian Hub users. You will ensure high levels of organizational effectiveness, communication and safety, the smooth running of the Hub, help improve processes and day-to-day operations and serve a community of 120+ users, interacting with 5 partner organizations, hosted institutions, Hub members and external partners.

Some of your day-to-day tasks will include:

Reception duties

• Supervise the receptionist to ensure the daily operations of the reception, assist when necessary;

Finances

• Set up the annual budget (around 1M CHF) and prepare relevant reporting to the management;
• Manage delegated budget, prepare invoices for the hub, procedures for approval and payments. Ensure that all items are invoiced and paid on time;
• Support the financial closure of the budget by finances and prepare audit
   

Administration

• Maintain and update operational policies and process in connection to the Hub; Ensure compliance with and adherence to policies, guidance and handbooks and donor/auditor requirements;
• Conduct procurement for shared services, draft and negotiate contracts and maintain a positive relationship with key suppliers, vendors, landlord and regie;

Community management

• Ensure the effective and timely day-to-day operations and services delivery for logistics, ICT, administration, office and facilities management matters, on-site meetings and events;
• Be knowledgeable about HH partnership contracts and guidelines, as well as other documents and laws that manage the work environment. Explain these policies to members, as necessary;
• Ensure all staff and users’ awareness of the office facilities and administrative processes and policies, provide guidance as may be necessary;
• Oversee new member onboarding and moving out of the Humanitarian Hub;

Facility services management

• Manage all building operations to the satisfaction of members and in line with all relevant policies in place (procurement, finance, etc);
• Supervise the hub receptionist to ensure the quality of assets (Wi-Fi network, printers/copiers) as well as the cleaning of the hub by the partners in place;
• Organize the office layout, maintain the office condition and arrange necessary repairs;

Security

• Be aware of local laws and regulations as they pertain to member safety and emergency preparedness;
• Serve as a focal point for on-site security, organize evacuation exercises at least once a year, implement sanitary measures in the event of a pandemic;

ICT

• Oversee systems installation and ICT interventions in the HHP office in liaison with HQ ICT department, external service provider and the Chair, and act as key liaison for staff and sub-tenants on ICT matters.

What you will bring

You are self-motived with a positive attitude, and you enjoy working as part of a multicultural team. You are flexible, innovative and you collaborate effectively with internal and external stakeholders. You will have minimum 5 years of experience in a similar position, preferably in an international environment, as well as professional qualification and/or relevant technical certification in areas related to the position. You will also have advanced IT skills and be proficient in Microsoft (Outlook, Excel, PowerPoint, Word). In addition, will possess excellent time management skills, as well as an excellent ability to multitask and prioritize work.

We are also looking for someone who is:.

• Conscientious, collegial, and service and client oriented.
• Fluent in written and spoken French and English.
• Attention to detail and problem-solving skills.
• Excellent at planning and delivering results
• Communicates with impact and respect
• Cultural Sensitivity
• Proven integrity - upholding and promoting the highest standards of ethical and professional conduct

We are looking for someone who is eager to truly embody the heart and soul of the Humanitarian Hub, working onsite 5 days a week.

What makes this position attractive?

• A challenging and exciting opportunity to be part of an innovative coworking space, bringing together 5 humanitarian partners and hosted organisations.
• A permanent, full-time contract with NRC in Geneva (candidates need to be EU/EFTA citizens or have a valid work permit for Geneva, Switzerland in order to be eligible for this role - please ensure to include this information in your application);

Important: The HHP has a zero-tolerance policy towards the abuse of power, exploitation, bullying, harassment, and discrimination and towards fraud and corruption. Staff behaviour must be seen to be of the highest standard and in keeping with the HHP vision, mission and aims. Therefore, all offers of employment are subject to satisfactory references and appropriate screening checks. 

Please also include your CV and motivation letter in your application.

If you are curious and would like to learn more about this opportunity, please see here for the full job description.

How to apply

Are you interested? Please apply through our online application tool, and make sure to attach a cover letter and your CV. We look forward to receiving your application!

Come join our team!