Young Professional (YP) - Administration

Workplace Type

Full-time

Job ID: IJOB202663955

HELVETAS Swiss Intercooperation is a development organization anchored in Switzerland. Our vision is a just world in which all men and women determine the course of their lives in dignity and security, sustainably using environmental resources. The promotion of good governance and gender equality, and social equity is an integral part of the overall organizational policy of HELVETAS Swiss Intercooperation, through which we seek to ensure that our organizational culture and practice reflect our commitment to social change.

The Young Professional – Administration will provide front desk and reception support, manage visitors and office logistics, and assist with day-to-day operations to ensure a smooth, safe, and efficient working environment.

The key responsibilities for this role may include the following but are not limited to:

• Front Office & Visitor Management
• Welcome and receive visitors, vendors, and national staff professionally at the front desk.
• Maintain visitor and vendor registers, including issuing temporary ID cards.
• Handle incoming calls (PBX, mobile, intercom), mail, and courier management.
• Assist international staff and visitors upon arrival to office.
• Update and maintain contact lists and address directories for PNGOs, donor agencies, and embassies.
• Logistics & Travel Support
• Coordinate logistics for meetings, workshops, trainings, and staff retreats; maintain documents for payments or settlements.
• Assign office vehicles (company vehicles, Uber, rented cars) for local and field movements according to approved travel plans.
• Assist line manager to book domestic air tickets for field visits of staff.
• Assist with travel arrangements for local and international visitors (accommodation, transport, communication, ticketing, facilities, equipment, etc.).
• Support the rollout and regular updating of the travel management system.
• Office Facility & Maintenance
• Conduct monthly inspections of the office premises and ensure proper maintenance of facilities (AC, photocopiers, printers, scanners, electronics, etc.).
• Assist line manager to monitor office floors weekly, record observations, and coordinate with cleaners and support staff.
• Assist line manager for minor repairs, maintenance, and office improvement initiatives.
• Monitor office cleanliness and hygiene standards; check the first aid box monthly and arrange emergency medicine procurement.