Admin, Back Office, Finances
Duration
12 months
Start date
15 November 2020
End date
2 December 2021
Deadline for applications
15 July 2020
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. Your daily tasks include: monitoring and check of invoices, overview of accounting processes, reimbursements and petty cash procedures, general support to administrative matters of staff members and financial management. The Administration Assistant is part of the Long-Term Staff (LTS) team of the Centre.
  • 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

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.

Essential

  • Good analytical skills and attention to detail
  • Experience in administrative, organisational or financial management or related studies
  • Ability to work alone and organise work efficiently
  • Flexibility and adaptability to an international volunteering environment
  • 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

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 diffrent POS and corresponding tills of the Centre
  • Manage KISC Chalet Shop operation during Spring, Autumn, and Winter season
  • Control expenses and responsibility to stay in budget for the respective budget lines
  • Responsible for the membership administration of the KISC Association
  • Assist the Senior Management Team (SMT) with administration and general support matters if needed
  • Control and order of office materials for the whole Centre
  • Train all staff in areas relevant to administration, finances, and shop
  • Process and aknowledge donations received to the centre

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

Line Management

The line manager for this position is a member of the Senior Management Team (Internal Services Director). The Administration Assistant works together with the Finance & Administartion Manager and has weekly operational meetings and 1:1 appraisals every 2-3 months.

 

 

 

 

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

  • Accommodation in one of the KISC rented/owned properties
  • All meals at the Centre, both while at work and on days off
  • 2 days off per week and 20 days of holidays
  • Volunteer allowance (pocket money) starting from 450 CHF per month       
  • A Swiss Pass (discount card for transportation in Switzerland)
  • Operational, management and leadership trainings
  • Administration of work permits
  • Other benefits as detailed here on our website