The Graduate Institute of International and Development Studies is recruiting an

Executive Coordinator

PERIOD OF CONTRACT: Permanent contract
ACTIVITY RATE: 50-80 %
DEADLINE FOR RECEIPT OF APPLICATIONS: 25-06-2017

General description of the position

The executive coordinator will be responsible for assisting the Director of the Global Migration Centre in varied matters such as administrative assistance, communication and representation, finances and accounting, human resources and staff, setting and dealing with policy development and Centres and Programmes. He or she will support the Director of the Centre developing the academic structure and participate to the management of the academic projects. He will represent when appropriate the Director in the relations between the Centre and IHEID administration.

 

Mission and activities

• Coordinating day-to-day activities of the Center, liaise closely with the Director, filter up priority information as appropriate;
• Provide leadership to the team and acting as the contact point between the staff and HR department: filter down vision and goals, measure progress, coordinating evaluations for interns and staff. Maintaining staff contracts and personal files (salaries, work, permit, absences.) Filing CVs received, and responding to letters/emails concerning information on the Centre (including those related to job/internship requests);
• Organizing the logistics of conferences, meetings, workshops, travels and other events of the Centre (including room reservations, hotel, travel expenses);
• Ensure regular distribution of mail parcels, couriers;
• Revising and drafting communication materials of the Centre, including brochure, announcement and other related paper or electronic supports
• Ensuring regular update of the web site and of the communication policy of the Centre;
• Day-to-day accounting operations (financial administration of research and mandated projects, payments and invoices to our partners, maintaining our accounts);
• Managing the balance of payments and accounting book, including providing
• quarterly reports on expenditures to the Director;
• Tracking financial contributions and income related to mandated projects, including preparing financial reports for donors and maintaining a calendar of reporting deadlines and requirements and providing regular reports on income and contributions;
• Assisting in the preparation of the annual budget and tracking expenditures relative to the budget;
• Drafting the annual report of the Centre and, when appropriate, research project proposals, correspondence and any other documents in link with the activities of the Centre.

Candidate's profile

• Bilingual English-French both verbally and in writing;
• Superb business communication skills in both languages, including public speaking, writing and proof-reading, knowledge of Spanish is an asset;
• Master degree;
• Computer literate: Word, Excel, experience with a relational database;
• Highly developed interpersonal communication skills; a diplomatic, professional approach.
• Cross-cultural sensitivity;
• Superb organization skills: accuracy, attention to detail, time management, a strong ability to prioritize and work under pressure, planning and project management;
• Comfortable working with numbers, data and budgets;
• Prior knowledge of higher education. Familiarity with Swiss academy, international higher education and/or migration studies would be an advantage.

For more information, candidates are encouraged to consult  the Institute's website: graduateinstitute.ch

Please note that offers received by post won't be considered.