Manager Global Administration

at Public Services International
Published September 5, 2022
Location Ferney-Voltaire, France
Category Management  
Job Type Full Time  

Description

Public Services International (PSI) is looking for an experienced and motivated administrator to manage support services, both for Head Office in Ferney-Voltaire, France and in our 15 offices around the world.

 

The person we are seeking will lead our administration teams and systems and will focus on steady and gradual improvements.

 

As a global trade union federation, PSI operates across varied and often challenging environments and circumstances. Our administrative services need to be both rigorous and adaptable. Many regional offices are small, and the administrative tools must be simple and easy to use.

 

Working in a vibrant multicultural workplace, the successful candidate will possess at least 10 years’ experience in administration management with demonstrated success in developing procedures and implementing systems and tools to support the organisation and have proven experience in managing a team and in coordinating activities.

 

S/he must have highly developed written and oral communication skills in English with the ability to draft, edit and proofread text in English together with a strong working knowledge of French.

 

The ideal candidate will have experience in a trade union or NGO environment and will be motivated by social change. S/he will thrive in supporting others to achieve results and be a good communicator. S/he will have problem solving, change management and decision-making skills and be capable of going beyond the cultural and linguistic divides, to easily communicate with the whole international team of PSI Head Office and in the Regions.

 

Job Description

Overall responsibilities:

The Manager Global Administration is responsible for ensuring global administration and allied functions to support the achievement of PSI’s political and strategic objectives. The position manages and leads PSI’s global administrative and technical systems, including procurement, facilities, IT, legal compliance and the general services team.

 

Key responsibilities of the role include:

  1. Administrative, Legal and General Services

Manage and lead the administrative, legal, and general services of PSI including to develop and maintain procedures, and provide for strategic planning and continued improvement

Establish, manage and monitor procurement procedures and contracts

Support regional and sub-regional offices (registration, legal, procurement, etc.) and ensure their integration into overall administrative mechanisms and procedures

Oversee membership and fees data systems, ensure integration and quality control, produce reports

Maintain internal control systems and propose improvements

Ensure timely financial data to Finance team, contribute to budget preparations

Monitor PSI’s assets and investments and act as Secretary to the Board of Trustees

  1. Governing bodies & related working groups support

Assist in organising meetings of governance bodies, including to plan logistics, maintain template documents, first draft agenda and running script, oversee collation of documents from departments and regions, coordinate staff and logistical support

Maintain accurate records of governance bodies, their legal status and composition, liaise with regions and advise of upcoming vacancies on governing bodies

Take meeting minutes

Oversee distribution of materials to governance body members

Coordinate operational aspects of PSI Congress

Advise management on related governance issues

  1. Team coordination

Manage the head office General Services team: supervise and support team development and teamwork, oversee workloads, monitor implementation and quality control

Co-ordinate head office administrative functions across teams and with regions

Develop guidelines on administrative procedures

Oversee holiday planning and back-up arrangements

Ensure appropriate administrative support systems for policy officers

Liaise with regional secretaries and administration staff to ensure regional and HO administration is well integrated

  1. IT and information management

Lead the information management of PSI globally

Support the selection and implementation of IT tools including, but not limited to, membership, political organising, internal and external communications, file management, HR and finance systems

Support and supervise the IT manager

Support rollout of new technology, information management systems and user training

  1. Administrative assistance

Draft and distribute circulars and internal documents including proofing of English originals

Oversee translation and interpretation brokerage and ensure quality control of official documents

Back up the work of the general service team members at times of peak workload

Other duties as assigned

 

Selection criteria:

 

Education, knowledge and experience:

 

College or university degree in administration, office management

At least 10 years’ experience in administration management within a membership-based organisation, trade unions, civil society or equivalent with demonstrated success in developing procedures and implementing systems and tools to support the organisation

At least 5 years’ experience in team coordination or staff management

Demonstrated experience in drafting, editing and proofing texts in English (minutes, circulars, internal reports and guidelines, etc.)

Demonstrated capacity to coordinate, lead and motivate staff and build cohesive teams

Experience with administrative tools for managing membership, information, electronic files, personnel and finances

Skills and attributes:

 

Excellent administrative and logistic skills

Excellent organisational, coordination and time management skills including the ability to multi-task, respect deadlines and manage competing priorities under pressure

Problem-solving, change management and decision-making skills

Strong team player, able to communicate with colleagues from diverse backgrounds

Initiative and ability to plan, work autonomously and in teams

Excellent interpersonal skills, ability to manage relationships in a team and a multicultural environment

Good judgment and political sensitivity

Understand the role and values of trade unions and civil society organisations in an international context including PSI’s political objectives

Languages:

 

High level English and strong working French

Knowledge of German desirable

 

How to apply

Interested candidates are invited to:

 

Produce a cover letter including motivation for the position, related skills and competences, based on the selection criteria listed in the job description, of no more than 1,000 words in English

Attach a detailed Curriculum Vitae in English with contact details for three professional referees

Email their application subject “Manager Global Administration”

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