Operations and Governance Assistant

• Job Title
• Operations and Governance Assistant (100%)
• Department
• Operations
• Duty Station
• Geneva, Switzerland
• Line Manager
• Global Head of Finance and Operations
• Organization

Nonviolent Peaceforce is a dynamic, international non‑governmental organization that works with people affected by violent conflicts to enhance their security and dignity through unarmed civilian protection (UCP).

We work to reduce violence and protect civilians in countries affected by violent conflict and its aftermath, and to help transform the world’s response to conflict situations.

Purpose of the Role

Operations and Governance Assistant provide administrative, logistical, and coordination support to NP’s governance processes, Geneva office operations, and selected organisational systems.

The role supports board and committee administration, office management, travel and meeting logistics, and liaison with ICT service providers, while ensuring accurate documentation, confidentiality, and timely support to internal and external stakeholders.

Key Responsibilities

• Providing administrative support to NP’s Board of Directors, including scheduling and coordination of full Board and various committee meetings.
• Responsible for taking meeting notes and recording all meeting minutes, compiling, editing, and sharing them for approval.
• Maintain list of active Board members and update public registers as necessary.
• Make travel, accommodations, and visa arrangements for the Board Members’ travel for the annual face‑to‑face Board meeting or other NP travel as required.
• Manage Board members’ legal processes for coming on and off the Board.
• Ensure adequate Board document management and maintain Board Share Point site.
• Coordinate the administrative processes that support NP entities’ legal and governance compliance under the guidance of several senior staff, including managing the notary approval process and liaising with appropriate missions and embassies.
• Mail, track, and follow up on the annual conflict of interest disclosure and create a report for the Board of Directors and Governance review.
• Maintain effective and professional working relationships with the Board Chair, Board Members, and Executive Director, ensuring clear communication, trust, and timely support on governance and organisational matters.
• Other ad hoc Board support as necessary and requested.
• Geneva Office Management Support
• Collection and distribution of mail and other correspondence, including “Head Office” mailbox.
• Answer phone calls, provide information to callers, or connect callers to appropriate people in the office.
• Greeting visitors.
• Focal point for office rental lease agreements and communications, cleaning providers, and technical services providers.
• Manage office supplies procurement and inventory.
• Ensure that NP kitchen is tidy and that supplies are restocked in a timely manner.
• Administrative support for legal documents related to the Geneva Office, such as notary appointments, Registry of Commerce, and other relevant legal bodies.
• Support the development, implementation, and improvement of office administrative procedures, in consultation with the line manager.
• Liaise with our Brussels staff for the annual rental agreement renewal.
• Other support requests from Line Manager in line with job requirements.
• General Logistics and Administrative Support
• Coordinate travel with NP’s travel agency, including assistance with visa applications for attendees or guests. This may include support for the country programmes as well.
• Support logistics arrangements for face‑to‑face meetings, HQ of‑site meetings, including team events.
• Basic ICT/Systems Support
• Act as the main administrative liaison with the external IT provider, coordinating IT service requests, laptop and equipment order‑setup, user support requests, troubleshooting follow‑up, and escalation of issues for HQ.
• Provide basic administration support for NP’s business applications, in line with approved access control procedures, including:
• Serving as the primary internal contact for Share Point, supporting users with basic guidance, orienting new staff, and coordinating with the external IT provider on technical issues and agreed system improvements.
• Supporting Salesforce access and log‑in requests, providing basic first‑line user support and troubleshooting, and liaising with the relevant system owner and/or external consultants on technical issues and escalation.
• Acting as the focal point for Adobe account set‑up and support coordination.
• Logging, tracking, and following up on system issues, escalating unsolved issues to relevant IT providers, consultants, or internal system owners.
• Support the set‑up and maintenance of Geneva office printers, network access, conferencing equipment, and other office equipment, in coordination with external service providers.
• Support procurement of new equipment and maintain Geneva hardware and equipment inventory.
• Provide administrative and coordination support for the implementation of approved systems and platforms, as requested.

Qualifications and Experiences

Essential

• Diploma, vocational qualification, or equivalent experience in Business Administration, Commerce, Office Management, or a related field.
• Swiss Federal VET Diploma / CFC Employé de Commerce, or equivalent international qualification.
• 2–4 years of experience in administrative, governance, office management, operational support, or executive support roles.
• Strong organisational and coordination skills, with the ability to manage competing priorities, follow through on tasks, and maintain attention to detail in a fast‑moving environment.
• Strong written communication skills, including drafting correspondence, preparing meeting notes, and producing accurate minutes and records.
• Excellent written and spoken English and French.
• Proficiency in Microsoft 365 and collaboration tools, including Share Point.
• Ability to handle confidential and sensitive information with discretion, judgement, and professionalism.
• Ability to liaise professionally and tactfully with vendors, Board members, senior staff, and external stakeholders.
• Positive, proactive, and service‑oriented approach, with the ability to take ownership of requests, follow up in a timely manner, and identify practical solutions.
• Ability to work independently while contributing effectively to a small, collaborative team.
• Flexibility, adaptability, and ability to shift priorities during the working day.
• Comfortable working in a diverse and multicultural environment, demonstrating respect, openness, and sensitivity to different perspectives and ways of working.
• Commitment to NP Values of Nonviolence, Non‑partisanship, Accountability, Independence, Redemption and Healing, Radical Connection, Pluriversality.

Desirable

• Experience in an NGO or international organisation.
• Experience working with a Board of Directors, Board appointed committees, or senior leadership teams.
• Experience with Salesforce, Adobe, or similar systems, including basic user coordination and end‑user support.
• Familiarity with Swiss administrative/legal processes, including notary appointments, Registry of Commerce processes, or liaison with Swiss authorities.
• Basic ICT coordination or helpdesk triage experience, including logging issues, liaising with IT providers, and tracking resolution.
• Experience supporting travel, logistics, procurement, or office management processes.
• Experience working with high‑level stakeholders across different time zones and cultural contexts.

How to Apply

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and a cover letter (max. 1 page) through our website detailing their experience and how they qualify for the role.

Incomplete applications will not be considered.

• The closing date for applications is Friday, July

. Candidates may be selected before the closing date; early applications are encouraged.

• Candidates must have the legal right to reside and work in Switzerland, either through Swiss citizenship or a valid residence and/or work permit.
• The gross salary range for this position is CHF 4,950 – 5,500 per month.
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.
• Special Notice

Nonviolent Peaceforce is an equal opportunity employer.

All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector.

NP expects all staff and volunteers to share this commitment through our code of conduct.

We prioritise ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

NP also participates in the Inter Agency Misconduct Disclosure Scheme.

In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment.

By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

No Fee

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms.

If you are approached for payment, this is likely to be fraudulent.

Please check whether the role you are interested in is posted here on our website.

#J-18808-Ljbffr