Purpose of the Role
The Operations and Governance Assistant provides vital administrative, logistical, and coordination support to NP’s governance processes, Geneva office operations, and various organizational systems. This role aids in board and committee administration, office management, travel and meeting logistics, and liaising with ICT service providers, all while ensuring accurate documentation, confidentiality, and timely support to both internal and external stakeholders.
Key Responsibilities
Governance Support
- Provide administrative support to NP’s Board of Directors, including scheduling and coordinating full Board and committee meetings.
- Take meeting notes and record minutes, compiling, editing, and sharing them for approval.
- Maintain a list of active Board Members and update public registers as necessary.
- Make travel, accommodation, and visa arrangements for Board Members for the annual face-to-face Board meeting and other travel as required.
- Manage Board members’ legal processes for joining and leaving the Board.
- Ensure effective document management and maintain the Board SharePoint site.
- Coordinate the administrative processes supporting NP entities’ legal and governance compliance under the guidance of senior staff, including managing the notary approval process and liaising with appropriate missions and embassies.
- Mail, track, and follow up on annual conflict of interest disclosures and create reports for the Board of Directors and Governance review.
- Maintain professional relationships with the Board Chair, Board Members, and the Executive Director for clear communication and timely support on governance and organizational matters.
- Provide other ad hoc Board support as needed.
Geneva Office Management Support
- Collect and distribute mail and correspondence, including managing the “Head Office” mailbox.
- Answer phone calls, provide information to callers, or connect them to the appropriate individuals in the office.
- Greet visitors and manage office rental lease agreements and communications with service providers.
- Oversee office supplies procurement and inventory.
- Ensure the NP kitchen remains tidy and supplies are replenished in a timely manner.
- Provide administrative support for legal documents related to the Geneva Office, including notary appointments and Registry of Commerce filings.
- Support the development, implementation, and improvement of office administrative procedures in consultation with the line manager.
- Liaise with Brussels staff for the annual rental agreement renewal.
- Assist the Line Manager with other support requests aligned with job requirements.
General Logistics and Administrative Support
- Coordinate travel arrangements with NP’s travel agency, including assistance with visa applications.
- Support logistical arrangements for face-to-face meetings and HQ off-site events.
Basic ICT/Systems Support
- Act as the primary administrative liaison with the external IT provider, coordinating IT service requests and support for HQ.
- Provide basic administrative support for NP’s business applications, including SharePoint user support and basic guidance for new staff.
- Facilitate Salesforce access and log-in requests, and troubleshoot technical issues.
- Coordinate Adobe account setup and support.
- Log, track, and follow up on system issues, escalating unresolved problems as necessary.
- Support the setup and maintenance of Geneva office printers, network access, and conferencing equipment.
- Assist with procurement and inventory of office hardware and equipment.
- Provide support for the implementation of approved systems and platforms, as requested.
Qualifications and Experience
Essential
- Diploma, vocational qualification, or equivalent experience in Business Administration, Commerce, Office Management, or a related field.
- 2–4 years of experience in administrative, governance, office management, operational support, or executive support roles.
- Strong organizational and coordination skills with the ability to manage competing priorities.
- Excellent written communication, including drafting correspondence and producing accurate minutes.
- Fluency in both written and spoken English and French.
- Proficiency in Microsoft 365 and collaboration tools, including SharePoint.
- Ability to handle confidential information with discretion and professionalism.
- Proactive, service-oriented approach with the ability to follow up effectively.
- Independence while contributing to a collaborative team environment.
- Flexibility and adaptability to work in a fast-paced environment.
- Commitment to NP Values of Nonviolence, Non-partisanship, Accountability, Independence, and other core values.
Desirable
- Experience in an NGO or international organization.
- Experience working with a Board of Directors or senior leadership teams.
- Familiarity with Swiss administrative/legal processes and ICT coordination.
- Comfort in working with high-level stakeholders across diverse cultural contexts.
How to Apply
NP recognizes that applicants may use AI tools when preparing CVs and cover letters. We encourage candidates to use these tools responsibly, ensuring their applications remain truthful and reflective of their own experiences and motivations. Only applications matching the job profile will be considered.
Apply online using the form below.