Administrative and Contract Systems Assistant

The Global Alliance for Improved Nutrition (GAIN) is seeking an Administrative and Contract Systems Assistant to provide administrative support to the legal team and provide daily support to GAIN’s staff on our Contract Management system. This role will be offered on permanent contract basis, subject to availability of funding. You will be based in Geneva, Switzerland.

About GAIN

The Global Alliance for Improved Nutrition (GAIN) is a Swiss-based foundation launched at the UN in 2002 to tackle the human suffering caused by malnutrition. Working with both governments and businesses, we aim to transform food systems so that they deliver more nutritious food for all people. In particular, we aim to make healthier food choices more desirable, more available, and more affordable. GAIN’s mission is to advance nutrition outcomes by improving consumption of nutritious and safe food for all people, especially the most vulnerable to malnutrition.

About the Role

Reporting to the Legal Manager, the Administrative and Contract Systems Assistant will support the legal team in ensuring effective administrative support for the legal team and will act as the focal point for the Contract Lifecycle Management system.

Key Responsibilities include;

• Acting as the focal point for the Contract Lifecycle Management (CLM) and providing daily support to GAIN staff on the system
• Providing support to the Team with the evolutions/developments of CLM, including testing the new features, liaising with the external provider and documenting the progress of evolutions
• Assisting the legal team in training GAIN staff in relation to CLM by updating the existing training materials and organising training sessions
• Coordinating calls with country offices, recording minutes and performing regular follow up on outstanding matters
• Supporting the team in keeping compliance pages for each country office up to date
• Liaising with Notary, Chancellery and relevant UN missions for legalization purposes
• Processing invoices related to provision of legal services for payment
• Manage the Legal inbox and manage queries where appropriate

About You

The ideal candidate will have previous experience in supporting training activities for staff in the use of software systems. You will possess demonstrable experience in using contract management systems or other electronic tools with good agility navigating Information technology systems.

Candidates with experience working in an administrative role within a team environment in the private sector or an international organization is desirable.

The postholder should have high standards of ethics and values and willing to operate with a high degree of accuracy with strong attention to detail. You should be a quick learner, process oriented and with excellent communication skills.

You should have excellent command of written and spoken English and French. The assistant should be computer literate with excellent MS Office skills. A Degree or certificate holder in Administration or CFC equivalent is preferable.

About our Offer

The starting salary on offer for this role is from CHF 68,904 – CHF 73,824 (gross) per annum, depending on experience.

GAIN has a fair and competitive salary structure that allows for annual progression subject to good performance. In addition, GAIN offers a total of 37 days holiday per year (including annual leave, public holidays and additional office closure days), an attractive pension scheme and competitive insurance cover including health, travel and life assurance.

We are committed to the health of our staff, especially in these challenging times, and have developed a programme of wellbeing that includes flexible working, additional leave allowances, wellbeing days, mindfulness coaching and access to independent and confidential counselling.

GAIN also has a strong commitment to professional development. We will support you to grow in your career through both formal and informal training, and are committed to providing opportunities through internal recruitment, secondments and promotion. All of this is delivered in a supportive and collaborative environment.

Our Working Culture and Environment

We provide a flexible working environment that includes a combination of home and office working opportunities through our global hybrid working policy. This encourages our staff to have a healthy work-life balance and increases staff motivation, enriches employee wellbeing, and improves performance and productivity.

All of our positions are based in one or more of GAIN’s designated offices as stated on our job advertisements. Successful candidates will be based in one of GAIN’s country offices and must have the existing right to live and work within a reasonably commutable distance of the relevant city / cities in which the role is advertised. Please note, that GAIN does not sponsor working visas and relocations.

GAIN reserves the right to withdraw an offer of employment for candidates who are considered to ineligible under the above conditions during or after the recruitment process.

Applicants must be currently based in Geneva, Switzerland to be eligible to apply for this position.

This advert closes on 28th February 2023. Early applications are encouraged. GAIN reserves the right to close this advert early should we receive suitable candidates ahead of the closing date.

The Global Alliance for Improved Nutrition is committed to equality of opportunity and creating an inclusive environment where diversity is valued. We are keen to reflect the diversity of our society at every level within our organisation and therefore welcome applications from talented and committed people from all backgrounds, representing the diverse societies we operate in.