Assistant for the LWF General Assembly

Geneva, Switzerland | Full-time | COVID-19 remote

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Starting date:  1<sup>st</sup> September 2021

Fixed-Term Agreement of Employment: the contract will end on 30 September 2023

Closing date for applications: 29 July 2021

Working rate of 100% (non-negotiable)

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Purpose

This time-limited position is created to assist the Assembly Coordinator in organizing the overall LWF Thirteen General Assembly. The Assembly is to be held in Krakow, Poland in September 2023, gathering several hundreds of worldwide participants.

The incumbent will provide the Assembly Coordinator with assistance in various administrative and logistical tasks to ensure the smooth running of the event, such as handling the events database for registration of participants and supporting with arrangements for travels and accommodation for delegates and participants. He-she will interact at working level with the Local Assembly Coordinator based in Poland.

The position is based in the Communion Office in Geneva. The expected start date is on 1<sup>st</sup> September 2021. The contract will end on 30 September 2023. A 2-3 weeks presence in Krakow during the Assembly is a must.

 Required Qualifications

  • Diploma of a commercial or tourism school or equivalent.
  • Experience in database set up and management and excel reporting.
  • Proven administrative and event organization experience, preferably with a church-related or non-profit organization and international setting
  • Excellent organizational skills, proactive and ready to take initiative.
  • Excellent written and spoken English. Knowledge of German, Spanish, French or Polish would be assets.
  • Able to establish good working relationships with a variety of people and culturally sensitive.
  • Ability to work as a team member.
  • Sound communication skills.

 Additional Study and Experience

  • Experience in managing events, negotiating with service providers and linking with government offices on legal requirements.
  • Proven track record of a successfully implemented project related to organizing events, or active contribution towards a successful management of meetings and requirement arrangements with service providers
  • Experience in the area of database management preferably within faith-based/ecumenical organizations
  • Proven ability to plan and analyse activities with indirect supervision role. 

Core LWF Skills

  • Analytical thinking:  advanced
  • Initiative:  basis
  • Leadership:  basis
  • Achieving results: advanced
  • Accountability:  basis
  • Working effectively with others:  resource

 Required Skills

  •  Administration assistance:  advanced
  • Attention to detail:  advanced
  • Data management:  advanced
  • Adaptability:  advanced
  • Communication:  basis
  • Stress management:  advanced

 Position Environment and Dimensions

  • Internally, as a member of the Assembly Office located in the Office of the General Secretary, mainly interacts with the Assembly Coordinator and the Local Assembly Coordinator in Poland, with all LWF staff for registration purpose.
  • Externally, interacts and cooperates with participants to the Assembly regarding registration and travels, with travel agencies, hotels and congress centre and other service providers. 

Main duties

Responsible for Assembly-related logistical and administrative work, in coordination with the counter-part in Poland. 

This includes: 

  1. Managing the Assembly registration process (online and onsite) and participants’ list, travel arrangements (flight and visas) and hotel bookings.
  2. Managing the Assembly database and producing needed reports.
  3. Providing administrative support to the Assembly Coordinator.
  4. Providing logistical and administrative support to meetings of the Assembly Planning Committee, International Worship Planning Committee and other Assembly-related preparatory committees.
  5. Supporting the Assembly Coordinator in ensuring that timely and regular information are circulated to the LWF member churches and Assembly participants.
  6. After the Assembly, supporting the Assembly Coordinator in closing all Assembly-related transactions and ensure financial and narrative reports are submitted in collaboration with the relevant committees and staff concerned.
  7. Archiving all Assembly related documents. 

Special duties As may be assigned by the supervisor. 

Major Challenges 

To perform assigned duties and responsibilities effectively within the given time schedules, independently assessing and re-assessing relative importance of matters to be dealt with.