Journal Secretary and Coordinator

Secretary & Journal Coordinator 80%Sentinelles' mission is to accompany and strengthen the empowerment of children and women as a priority, conducting its actions with respect for the values of solidarity, commitment, humanity, exchange, and dignity. Present in 5 African countries, Colombia, and Switzerland, it defends a holistic approach that takes into account the particular vulnerability of individuals on medical, psychosocial, and economic levels. To provide for a retirement, Sentinelles is recruiting: Secretary & Journal Coordinator (80%)Job DetailsRate: 80%Location: Renens (VD)Start date: September or by agreementPurpose and Main ResponsibilitiesThe incumbent is responsible for the coordination of human resources activities, the management of volunteers and interns, as well as the production of the Sentinelles Journal.Task DescriptionA. Secretariat- Telephone and digital reception, welcoming visitors and transferring calls.- Taking minutes and drafting notes and keeping files up to date.- Monitoring successions and developing methods and tools for the secretariat.- Drafting general correspondence for Sentinelles and its filing (digital and paper).- Management and annual sending of greetings and donation receipts.- Reference person for the donor database.B. Human Resources- Recruitment, supervision, and management of interns and volunteers.- Management of recruitment, contracts, and keeping employee files up to date.- Preparing documents for intermediate earnings, unemployment, and taxes abroad.- Management of staff attendance and absences.C. Logistics- Management of maintenance and services related to the company vehicle.- Inventory of equipment including furniture and control of the cleaning company.- Reference person for the premises vis-à-vis the real estate agency.- Management of special mail, bulk mailings, and office supplies.- Reception and distribution of donations in kind (clothing, etc.).D. Archiving- Responsibility for electronic and physical archiving of documents.- Management of the Sentinelles library, inventory, and compliance of documents with internal procedures.E. Journal – Production- Coordination of the team and production of the journal, from layout to ordering from the printer.- Establishment of annual schedules: production, printing, and distribution, within the deadlines.- Proofreading of layouts in collaboration with the editorial secretary.- Extraction of address lists for the printer and printing of the English journal.- Management of volunteer distributors as well as monitoring of distribution sectors.- Sending the digital journal to subscribers.- Complete archiving of all documents composing the Sentinelles journal, in the three versions (French, German, and English).Profile- Commercial employee diploma (branch or equivalent) or equivalent degree.- Confirmed experience of 3 to 5 years minimum, ideally within an NGO or SME.- Versatility is essential.- Experience in publishing or the press is an asset.- Perfect command of French orally and in writing, editorial ease.- German, English C1/C2 level.- Mastery of the Office suite and cloud storage tools (type kDrive, OneDrive).- Ease with layout software and database management.Personal Qualities- Ability to prioritize very varied tasks (from telephone reception to annual journal production).- Rigor and discretion.- Ease of contact and pedagogy.- Flexibility: The position involving the production of a journal and the management of volunteers, a certain hourly flexibility may be required.If this announcement has aroused your interest, we invite you to send us your complete application file (CV, cover letter, and references) by July 31. jidc4d479faen jit0728aen jpiy26aen