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Project Administrative Associate

Company: Women's International League for Peace and Fr
Location: Pittsfield
Posted on: May 3, 2021

Job Description:

The Womens International League for Peace and Freedom (WILPF)( more information)is an international non-governmental organisation (NGO) with National Sections covering every continent, an International Secretariat based in Geneva, and a New York office focused on the work of the United Nations (UN). Since our establishment in 1915, we have brought together women from around the world who are united in working for peace by non-violent means and promoting political, economic and social justice for all.Job PurposeThe Project Administrative Associate will provide administrative support to the Mobilising Men for Feminist Peace Project.Main responsibilities1.Contracts:Review donor contracts and ensure compliance with the terms therein.Develop contracts for project partners, consultants, interns and service providers and ensure timely payments to them.Maintain careful filing system on Tresorit, ensuring all documents there are up to date and accurate.2.Project reports:Ensure project partners in four focus countries and six local action fund countries know and adhere to project reporting requirements, including especially timely submission of project narrative and financial ternal project planning:Keep Tresorit up to date with signed documents and amendmentsCoordinate logistics for team meetings and ensure meeting minutes are taken and disseminated.4.Planning & internal communication:Convene, participate in and take notes for monthly monitoring meetings WILPF/MEACoordinate logistics for quarterly partner meetings, including translation of all materials, preparing meeting minutes in all project languagesUpdate DropBoxUpdate project planning and communicate timelines to colleagues and partners5.Budget monitoring and paymentsPrepare and submit payment request forms (PRFs).Issue payment instructions to the finances team and follow up to monitor paymentUpdate project budgettogether with the Senior Grant OfficerLiaise with the NYC United Nations OfficeKeep Tresorit up to date (file invoices, PRFs)6.Monitoring, Evaluation and Learning:Monitor MEL timeline and deadlinesand ensure that project and partners remain on track.Check on implementation of MEL plansReview and follow up on MEL reportsShare reporting templates and ensure that they are usedReports to donor - update project management framework (PMF) and crosscheck with narrative and financial reportsInterdependences and ReportingThis position reports to the Director of WILPFs initiative to counter militarised masculinities and mobilise men for feminist peace. The position works closely with the Office Manager in Geneva, the Senior Grant Officer, the Membership Coordinator, and with the communications associate and the Office Manager in the New York office.Knowledge, Skills Competencies:Fluency in written and spoken English and FrenchSolid knowledge of MS OfficeKeen interest and commitment in WILPFs values and missionFamiliarity with softwares (Microsoft 365, Trello, Slack, Zoom, Mentimeter) and strong communication skillsDetail-oriented and organizedStrong communication and service skillsBe able to work autonomouslyCoordinate multiple projects concurrently and meet critical deadlinesDevelop and maintain accurate records and filesEstablish and maintain effective working relationships with those contacted in the course of the work, in particular engaging with clients to develop terpersonal skills needed to perform the role well: e.g., relationship or rapport building, communication skills, team leadership, etc.Education, Languages and Experience:Degree in business administrationProven experience as a project administrative assistantPrevious experience in an INGO a plusConditionsTerms:50% work rateLocation:GenevaGross annual Salary:Between 27500 CHF-30000 CHFStart Date:April, 2021Length of contract:10 monthsWILPF is an Equal Opportunity Employer. WILPF provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

Keywords: Women's International League for Peace and Fr, Pittsfield , Project Administrative Associate, Other , Pittsfield, Massachusetts

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