Administration and Donor Relations Officer

The Geneva Centre for Security Policy (GCSP) is implementing the Living Document (LD) Project, focused on innovative approaches to peacebuilding and international dialogue. To support this expanding initiative, the GCSP seeks a dedicated staff member to provide essential administrative support and manage donor relations and reporting for the LD Project, ensuring the smooth and professional execution of its activities.

The Administration and Donor Relations Officer will be responsible for coordinating administrative processes, supporting timely project delivery, and ensuring effective communication, reporting and stewardship with donors. The role requires excellent organizational skills, attention to detail, and the ability to work collaboratively with colleagues, partners, and stakeholders.

Donor relations

• Serve as a primary point of contact for donor communications related to the LD Project.
• Draft, edit, and coordinate timely donor reports, updates, and funding proposals in collaboration with program staff.
• Maintain accurate records of donor contributions, grant agreements, and reporting schedules.
• Support the organization of donor meetings, visits, and related events, including the development of briefing materials and follow-up documentation.
• Contribute to maintaining positive, proactive relationships with donor representatives and ensure compliance with donor requirements.
• Support the development and maintenance of donor relations materials (e.g., narrative and financial reports, factsheets, impact stories, newsletters). 

Administrative Support

• Provide general administrative support to the LD Project team, including scheduling meetings, managing agendas, preparing minutes, and handling correspondence.
• Maintain and update project files, databases, and documentation (both digital and hard copies).
• Support logistical arrangements for workshops, events, and missions, including travel and accommodation bookings for staff and participants.
• Monitor and track project deadlines, deliverables, and expenditures; assist in preparing periodic internal reports.
• Liaise with the GCSP operations, finance, and HR teams to facilitate smooth project implementation.
• Assist with procurement processes and contract administration relevant to project activities

Additional Duties

• Make suggestions for improvement; bring innovative ideas and thinking to the department and Centre,
• Organise and attend both internal and external meetings,
• Communicate and coordinate with colleagues, guests and customers in a professional manner that reflects the values and aims of the Centre,
• Carry out work in a gender and diversity-sensitive manner,
• Perform other responsibilities as required.

• Bachelor’s degree in Business Administration, International Relations, Communications, or a related field.

• Minimum 2 years of relevant experience in administration, donor relations, or grants management—ideally within the non-profit or international sector.
• Experience with donor contracts, reporting, and compliance requirements is desirable.

• Strong written and verbal communication skills in English (French or Arabic an asset).
• Proven organizational and time management skills; ability to prioritize multiple tasks and meet deadlines.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), database management, and office IT systems.
• Strong interpersonal skills and ability to work effectively in multicultural environments.
• Commitment to the mission and values of the GCSP.