Assistant for the Department for Theology, Mission and Justice

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

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Starting date:  23 August ideally

Closing date for applications: 14 June 2021

Working rate of 80%

Limited travel of less than 7 days per year

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Purpose

The Department for Theology, Mission and Justice (DTMJ) is primarily responsible for programs and themes geared towards supporting the presence and witness of the member churches (MCs) of the Lutheran World Federation – a Communion of Churches (LWF) globally and locally. DTMJ also houses the advocacy hub of the LWF.

DTMJ develops theological reflection that articulates the understanding of being Lutheran churches in communion. It discerns and addresses issues that represent theological challenges to the churches today and require global reflection. It supports, equips and strengthens LWF MCs in diakonia, leadership and institutional development and advocacy.

The main purpose of this position is to provide timely and efficient support to the staff of the department, to facilitate the implementation of DTMJ and LWF activities and programs.

In collaboration with the other DTMJ assistant, the incumbent will provide logistics in organising travels and events; support online events, handle, share and safeguard information; and ensure staff members receive the necessary support.

Required qualifications

  • High school /commercial school
  • Training in Information Management, ICDL certification or equivalent
  • Good knowledge in online communication tools
  • Proficiency in English and French; German and Spanish are assets
  • Knowledge of financial administration / bookkeeping

 Additional study and experience 

  • At least 3 years as an administrative assistant preferably within a faith-based/ecumenical/non-profit organization and in an international setting.
  • Proven ability to interact and work with various cultural environments.
  • Knowledge of LWF member church, related organizations and/or ecumenical organizations.

 LWF core skills

  • Working effectively with others - Level high
  • Achieving results - Level high
  • Initiative - Level advanced
  • Analytical thinking - Level advanced
  • Leadership, coordination - Level advanced
  • Accountability, continuous improvement -  Level advanced 

Required skills 

  • Adaptability - Level advanced
  • Attention to details - Level high
  • Working under pressure - Level high
  • Administration assistance - Level high
  • Information management - Level advanced
  • Communication and online communication - Level advanced 

Position environment and dimensions  

  • Internally, as a member of DTMJ Support Team, mainly interacts with the department staff with a focus on Theology and Advocacy, with other support staff, and all staff in the Communion Office. 
  • Externally, interacts and cooperates with member churches, donors and related agencies, ecumenical organizations, other LWF stakeholders at operational level. 

Main duties 

Administrative & Coordination support 

  • Maintains updated information on stakeholders on relevant institutional platforms and maintains calendars up-to-date.
  • Provides administrative advice on policies, templates, and forms when necessary.
  • Liaises and prepares correspondence with colleagues, member churches, and other relevant stakeholders in relation to the department / program activities.
  • Processes invoices & expense reconciliations.
  • Arranges and coordinates logistics for meetings and conferences, on site and online, travels and visitors, as well as other requests and queries closely related to the department activities.
  • Supervises induction programs for new staff.
  • Organises social events for the department. 

Documentation & Knowledge Management 

  • Ensures adequate information sharing between staff or stakeholders concerned.
  • Ensures that correct guidelines and procedures are applied in the department and promotes the use of LWF visual identity, templates and documents.
  • Ensures an effective information/data/documentation management respecting LWF filing and archiving regulations for the department.
  • Supports colleagues in information management.
  • Acts as a resource person in the use of office suite, database and Content Management System, as well as technical support during webinars and conferences.
  • Actively contributes to the Working Group on Archives. 

Communication Support 

  • Processes and formats information for presentation and reporting purposes.
  • Puts together informative contributions in department/ program publications, and coordinates their processing with the respective desks.
  • Focal person in DTMJ for the LWF Publication Committee 

Special duties 

As may be assigned by the supervisor. 

Major Challenges 

To offer an expert and professional support to department staff.