Admin, Back Office, Finances
Duration
12 months
Start date
7 September 2019
End date
September 2020
Open for applications from
March 2019
Closed position
The Administration Assistant ensures the efficient operation of many aspects of the Centre’s administration and daily financial procedures. The person works closely with the Finance and Administration Manager to ensure that all aspects of the Centre’s administration and finance are dealt with in a legally correct manner. If you are enthusiastic about working behind the scenes and helping the operation run smoothly we look forward to your application.
  • Needs to be at least 18 years old
  • Is a member of an Association recognised by WOSM/WAGGGS
  • Communicates well in written and spoken English

Essential

  • Ability to work within an international team of volunteers
  • Ability to work alone and organise work efficiently
  • Previous experience in administrative, organisational or financial aspects, or experience in similar areas
  • Willingness to learn about the Swiss requirements concerning financial matters and ability to ensure their fulfilment
  • Responsible and confident in dealing with confidential matters and money
  • Computer literacy, proficiency with Microsoft Office Applications
  • Ability to work as part of a team of volunteers

Desirable

  • Has previously been a member of the staff team at KISC
  • Ability to communicate in German
  • Holds a driver’s licence

Main tasks

  • Manage many aspects of the financial bookkeeping work (e.g. book bank statements, prepare the accounts payable, issue and control accounts receivable, petty cash)
  • Support the Finance and Administration Manager with financial and some human resources tasks
  • Cash management from different tills in the different work areas
  • Control expenses and responsibility to stay in budget for the respective budget lines
  • Manage KISC shop operation during Spring, Autumn, and Winter season
  • Responsible for the membership administration of the KISC Association
  • Assist the Senior Management Team (SMT) with administration and general support matters if needed
  • Process incoming mail and information requests
  • Take the minutes in different meetings
  • Control and order of office materials for the whole Centre
  • Train all staff in areas relevant to administration, finances, and shop

Other responsibilities

  • Ensure a high standard of guest service at all times
  • Deal with any guest enquiries relating to the Centre
  • Run and develop staff training
  • Assist in other areas of the Centre where necessary
  • Involvement in the execution of the Centre’s Operational Plan
  • Work and communicate effectively with all staff and guests
  • Flexibility in working hours according to the needs of the Centre

 

General

This position is part of the Support Team at the Centre. The team consists of PR & Marketing and Internal Services team.

Line manager

The line manager for this position is the Finance and Administration Manager. The Administration Assistant has weekly meetings with the line manager to cover operational matters and also has regular one-on-one appraisals.

Team Management

The Administration Assistant will have regular contact with other members of the Long Term Staff team and it is essential to build a good working relationship and honest communication with them.

Staff Management

This role does not have any line responsibility for any of the Long or Short Term Staff on a full-time basis; however, during Winter, Spring and Autumn seasons they will be responsible for the Short Term Staff in the Shop. Additionally, there is a lot of project-oriented work that is done together with other members of the staff team.

 

Insurance

  • Accident Insurance (provided by the Centre): Everyone is insured for accidents, both work and non-work related over the duration of the contract.
  • Private Liability Insurance (provided by the Centre): This insurance covers any damage caused by any staff on an object or person.
  • Sickness Insurance (provided by the Centre): All LTS will get private sickness insurance if necessary. The deductible (amount each LTS has to cover per calendar year themselves) is, if nothing else mentioned, CHF 300.-. This insurance covers any treatment due to sickness.
  • Social Insurance according to the Swiss Law (provided by the Centre): Every LTS must have Social Insurance according to the Swiss regulations. This includes invalidity insurance, maternity leave and old-age and survivors' insurance (OASI). More information will be given during training.

Benefits

  • A room in one of the shared flats in Kandersteg
  • All meals at the Centre, both while at work and on days off
  • 2 days off per week and 20  days of holidays
  • Pocket money starting from 400 CHF per month       
  • A Swiss Pass (discount card for transportation in Switzerland)
  • Management and leadership training
  • Administration of work permits
  • Other benefits

 

Visa

  • Citizens of EU/EFTA countries do not need a visa, and the Centre secures the necessary work permit.
  • For citizens of non-EU/EFTA countries who have not been Staff at KISC before, we can apply for a 4-month visa, for 4-month contracts. The applicant needs to be under 35 years old for the whole duration of the contract.
  • For citizens of non-EU/EFTA countries who have been Short Term or Long Term Staff at KISC before, there is usually a very low probability of getting another visa. If the non-EU/EFTA applicant is suitable for the role and fulfils specific requirements set by the Swiss authorities, there is a possibility to get a visa for a longer contract.
  • The employment is dependent on securing the necessary special permission from the Swiss authorities.