Job opening: Administrative Officer

The Club of Rome is looking for a dynamic and highly motivated Administrative Officer to help with the organisational and administrative activities of The Club of Rome as well as the Earth4All Initiative.

• Ideally located at the international secretariat of the Club of Rome in Winterthur – hybrid work possible but must be available for daily meetings in the European / African time zone (GMT +01:00).
• Initially, a two-year assignment with the possibility of extension (depending on funding)
• Full-time (40 hours per week), but 36 hours are possible

Roles and responsibilities  

Office management:

• Accounting: proper recording of receipt and documentation of costs and income 
• Processing of incoming and outgoing invoices 
• Processing of personnel expenses 
• Help to implement Salesforce as a CRM, collating, cleansing and inputting data and exploring opportunities for automating and streamlining processes 
• General correspondence 
• Procurement: IT needs, general office materials 
• Support the office manager and other Club of Rome team members in administrative duties as required. 

HR administration:

• Manage personnel files, e.g., absence and holiday records  
• Ensure consistency of labour conditions across a multinational team with multiple locations 
• Manage application process for new hires and support with onboarding and offboarding 

Regarding the project Earth4All:

• Support with the administration of the Earth4All project, including schedule and meeting planning, budget, HR, travel planning and general administrative and organisational aspects 

Experience

• At least 3 years of professional experience in the areas of administration, office management and/or finance 
• Good knowledge of MS Office programs 
• Excellent written and verbal communication skills in English. Basic German skills and any additional language is a plus 
• A high level of professionalism and tact  
• Thorough, structured and independent way of working 
• You will be a team player who is adaptive and comfortable working in a small team, whilst being able to take ownership of your workload and responsibilities  

How to apply

Send the following documents to jobs@clubofrome.org indicating the post you are applying for: Administrative Officer 

• Motivation letter (max. 2 pages) including salary expectations 
• CV 
• Contact details for two referees and your relationship to them 

For any questions, please contact Patricia Linstaedt at plinstaedt@clubofrome.org

The closing date for applications is 14 January 2024 at 2359 CET

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