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Office Manager

Graduate Institute of International and Development Studies, Geneva - Graduate Institute of International and Development Studies

Location: Geneva - Switzerland
Salary: Not Specified
Hours: Part Time
Contract Type: Permanent
Placed On: 24th August 2018
Closes: 21st September 2018

Activity rate: 80 %

The Office Manager will be required to organise, coordinate and provide support for the Office of the Director of Studies in respect of all projects and activities conducted. She/he will coordinate activities with all relevant partners, support the team and actively contribute to the development and outreach of a team of professionals. She/he will also actively contribute to the communication activities and liaise with various partners to ensure the effective implementation of academic policies defined by the Office.

Period 

  • Administration of the Office
    • Provide administrative support for the Office (drafting letters, writing reports, invoicing, processing expenses, managing agendas, managing emails, etc);
    • Plan and prepare meetings and take the minutes;
    • Provide administrative and logistical support for projects: processing letters and applications; monitoring compliance; raising matters for decision by the Director of Studies or other relevant actors;
    • Establish links with other departments for cross-cutting projects;
    • Follow-up with the Director of Studies and his two deputies;
    • Facilitate the reception of guests and provide logistical support for meetings;
    • Plan and prepare the agenda for meetings (particularly the Academic Committee and the College of Teachers);
    • Take note of the follow-up to decisions taken and actions to be taken by the Office;
    • Carry out all the administrative procedures in accordance with the established practices of the Institute’s Direction and support services;
    • Prepare information for contracts of employment and collaboration with HR;
    • Organise events;
    • Translate messages, texts and directives from French to English and vice-versa;
    • Assist with the collection, analysis and presentation of statistics.
  • Administration of academic activities
    • Participate in the information session for new students;
    • Assist the Office in the preparation and follow-up of study plans, ensure the updating of documents related to study plans;
    • Create a table of study plans;
    • Contribute to the creation of the course catalogue;
    • Check the study plans (particularly the course enrolment process) before the start of the semester;
    • Check the course catalogue and course information on the website;
    • Transmit relevant information to the various departments.
  • Communication
    • Coordinate the collection, verification and updating of information concerning study programmes. Work with the Academic Advisor as well as Student Services;
    • Provide information to students (e.g. announcements, emails, posting documents online, blog posts, etc);
    • Develop and update the website;
    • Implement the communication policy of the Office and ensure its consistency with the broader communication policies of the Institute.

The candidate must:

  • Be a fluent English speaker, French will be a strong asset;
  • Hold a bachelor’s;
  • Ideally have 10 years of professional experience, ideally in an institutional and international context;
  • Have formal training or proven competency in a director’s office;
  • Be competent with administrative management (budgets, meeting agendas, correspondence, etc);
  • Have a good knowledge of the academic world;
  • Master office and other technological tools;
  • Have project coordination skills;
  • Possess an ability to communicate appropriately with the;
  • Be able to multitask;
  • Be competent with data, statistics and numbers;
  • Possess a ‘can do’ attitude.

We look forward to receiving your online application

   
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