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

**Line Management Responsibility:** N/A

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organization. We work 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**
The 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:**

**Governance support**

- Providing administrative support to NP’s Board of Directors, including but not limited to 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 F2F 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 SharePoint site.
- Coordinate the administrative processes that support NP entities’ legal and governance compliance, under the guidance of several senior staff. This will include managing the notary approval process, liaising with appropriate missions and embassies, etc.
- 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 organizational 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 off-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/set-up, 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 SharePoint, 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 setup and maintenance of Geneva office printers, network access, conferencing equipment, and other office equipment, in