Back to search results

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.


  • 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

We value your feedback on the quality of our adverts. If you have a comment to make about the overall quality of this advert, or its categorisation then please send us your feedback
Advert information

Type / Role:

Subject Area(s):


* Salary has been converted at the prevailing rate on the date placed
Job tools
More jobs from Graduate Institute of International and Development Studies, Geneva

Show all jobs for this employer …

More jobs like this
Join in and follow us

Browser Upgrade Recommended has been optimised for the latest browsers.

For the best user experience, we recommend viewing on one of the following:

Google Chrome Firefox Microsoft Edge