Junior Administrative Assistant

Building Peace Together

The GCSP provides forward-thinking and innovative solutions for policymakers and organisations concerned with international affairs, peace and security in today’s complex, globalised world. We are leaders in delivering executive education in global peace and security policy. More than 1’200 participants, from over 120 nations, from the public, non-profit and private sectors attend our courses every year. We are an international foundation with 55 member states from across the globe located in the state-of-the-art Maison de la paix at the heart of international Geneva. We are also recognised as a cutting-edge, dynamic and impactful platform that facilitates dialogue and exchange in support of peace, security and international cooperation (www.gcsp.ch).

Are you interested in joining our highly motivated team of 90 persons? If you are entrepreneurial, results-driven and a team player who is dedicated to making a meanigful impact in today’s world, you may be our future:

Junior Administrative Assistant

100% - open ended contract
Location: Geneva

Mission

Under the overall supervision of and reporting to the Head of Finance the Junior Administrative Assistant plays a pivotal role in supporting and ensuring smooth operations at the departments of Finance and Human Resources as well as cross-functional teams such as the Director’s Office, Administration Services, Marketing & Communications and IT.

Main Activities and Responsibilities

The Junior Administrative Assistant performs various accounting functions primarily associated with accounts payable management. Tasks to include review invoices for accuracy, vouch invoices to supporting documents and purchase orders, ascertain proper level of authorisation, accurately code & record expenses and make payments in a timely fashion. Specifically:

  • Performs tasks related to vendor & general ledger accounting, such preparation and submission of journal entries into our ERP system, covering areas such as month-end accruals, prepayment releases and other general entries.
  • Reconciles supplier accounts and follow up on outstanding items or discrepancies.
  • Ensure the correct allocation of expenses across projects, cost centres, and donors, in coordination with project managers.
  • Prepares cash and bank reconciliations, account analysis, creation of supporting schedules in line with GCSP’s SOPs.
  • Assists in the preparation of monthly and yearly closings schedules in our reporting and reconciliation tool.
  • Assists in the weekly payment runs and treasury reporting.
  • Supports the Head of Finance in the preparation and reconciliation of payroll reports and payments.
  • Maintains a wide variety of financial information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies.
  • Responds to inquiries from a wide variety of sources (e.g. employees, vendors, auditors, etc.) for the purpose of facilitating communication and/or providing guidance among several parties.
  • Assists in reviewing financial information for the purpose of identifying potential budget variances, compiling statistical information and conforming to established financial practices.
  • Assists in the preparation of quarterly and yearly audit schedules.
  • Performs administrative functions (mail processing, file maintenance, etc.) as assigned.
  • Supports special projects as required and directed by the Head of Finance.
Human Resources activities (20%)
  • Assists with the day-to-day operations of the HR department.
  • Provides clerical and administrative support to the Head of Human Resources.
  • Compiles and updates employee records (hard and soft copies).
  • Processes documentation and prepares reports relating to personnel activities, such as staffing, recruitment, training, grievances, performance evaluation etc.
  • Prepares work permit requests.
  • Liaises with Insurance broker on Social Insurance, files accident and sick leave insurance claims.
  • Assists in the recruitment process, such as screening applications, coordinating communication with candidates, scheduling interviews and sending rejection messages.
  • Manages the recruitment mailbox.
  • Participates in various HR projects (meetings, staff events, training, surveys etc.).
  • Conducts initial orientation to newly hired employees.

Required Education

  • A Federal Certificate of Capacity (CFC) in Commercial Business, a high school equivalency diploma, or relevant vocational qualifications may be considered.

Experience

  • A minimum of 1-3 years of experience in an administrative support capacity where the primary function of the position was accounting, public administration, personnel administration, financial management or a related field.
  • Experience working with an ERP system (past experience with Navision is an advantage)

Desired Skills

  • Experience with Microsoft Office Suite and E-banking to process payments and ability to learn new software applications.
  • Fluency in spoken and written English and French is required.
  • Extremely organised, able to multitask and attentive to details.
  • Good understanding of Swiss GAP accounting.
  • Ability to work autonomously under guidance.
  • Committed to deliver quality results under time constraints in a fast-paced environment.
  • Ability to maintain strict confidentiality.
  • Basic understanding of employment laws.
  • Great team player; at ease to interact with colleagues, partners and customers from diverse professional sectors and cultures; respect for diversity.
  • Interest and understanding of the non-profit sector

Our Offer

The GCSP offers an interesting junior opportunity in an international working environment with pleasant work conditions. Remuneration is CHF 60’000.-- per annum (gross before deduction of social security contributions and income tax) on a full-time occupation.

Application Process

Due to Swiss employment regulations, only candidates with Swiss/EU citizenship or a valid work permit for Switzerland will be accepted.

Applications should include: 

  1. A comprehensive curriculum vitae giving details of relevant achievements in recent posts as well as your education and professional qualifications.
  2. A cover letter that summarises your interest in this post, providing evidence of your ability to match the criteria outlined in the job description.
  3. Notice period and names of two referees, together with a brief statement of the capacity in which they have known you and an indication of when in the process they can be contacted (please note we will not contact your referees without your expressed permission).

If you see yourself undertaking this exciting challenge, we are eager to receive your application file on [email protected] until 3 August 2025 midnight.

The GCSP is committed to creating a diverse and inclusive environment of mutual respect. The GCSP recruits and employs staff regardless of disability, sex, age, gender identity, religion, cultural, ethnic and socio-economic backgrounds or any other personal characteristics.

We sincerely thank all applicants for their interest. However, please note that candidates selected for interviews will be contacted.