Administrative Officer (Research and Training, Gender and Security)

DCAF seeks an Administrative Officer to support its Gender and Security and Research and Training divisions in Geneva. The role involves administrative coordination, event organization, and financial processing within a hybrid work model.

This position operates under dual supervision, dedicating 40% of its time to the Research and Training entity and another 40% to the Gender and Security entity. The officer ensures smooth administrative operations, manages event logistics, and supports project teams with financial and procurement tasks.

Responsibilities

• Maintain and update internal databases, records, and files, including entering data on activities, contacts, and consultants.
• Create and maintain user-friendly guidelines for administrative procedures and internal processes.
• Coordinate meeting logistics, including room bookings and minute-taking.
• Support procurement activities, contract drafting, timesheet preparation, and project monitoring.
• Assist with administrative aspects of staff recruitment and onboarding.
• Manage external consultants and service providers, including facilitating payment processing.
• Help staff plan duty travels and ensure compliance with travel and compensation policies.
• Process invoice requests, expense reports, and purchase requisitions.
• Handle finance-related tasks such as cash advances and expense reporting.
• Manage time reallocation forms and ensure proper booking by the finance department.
• Organize events and trainings, including venue booking, travel arrangements, and accommodation.
• Arrange catering procurement for events.
• Coordinate with speakers, panelists, and guests for events.
• Support Project Officers in managing participant logistics, including visa requests, travel, per diems, and accommodation.
• Travel to events as needed to provide on-site support.

Requirements

• At least 3 years of experience in a similar administrative role, preferably in multicultural environments.
• Proficiency in MS Office Suite, Teams, and other digital platforms.
• Fluency in both English and French.
• A valid Swiss work permit or Swiss/EU citizenship at the time of application.

Nice to have

• Experience in project management.
• Experience in event management.

What the company offers

• A dynamic and meaningful work environment.
• Opportunity to join a diverse, collaborative, and values-driven team.
• Chance to contribute to inclusive security sector reforms that advance global security.

About the company

DCAF envisions a world where democratic governance of security sectors contributes to sustainable peace, development, and human dignity. The organization works to advance the security of all people through nationally owned, inclusive, and participatory reforms based on international norms and good practices.

• Commitment to democratic sector governance.
• Focus on sustainable peace and human dignity.
• Collaborative and respectful team culture.
• Values-driven approach to security sector reform.

How to apply

Documents to submit:

• Motivational statement
• CV
• Diplomas and work certificates

Application language: English