L&D Administrative Assistant

Context & Mission
The newly created Learning and Development (L&D) unit analyses needs, defines and implements strategies, mechanisms and tools to increase the knowledge and know-how of staff, in accordance with the objectives, values, and choices made by the organisation. The aim is to ensure the global workforce has access to solutions to develop their skills, grow in their field of competence, and perform better in their roles.
Considering the ambitions of the organisation to be more inclusive and to provide more L&D opportunities to a majority of the global workforce, L&D is creating a set-up that enables scaling up the deployment of programmes.
The main mission of the new L&D Administrative Assistant is to provide L&D administrative support to the L&D Unit so that the L&D programmes and events are managed in an efficient, transparent and equitable manner.

The L&D Administrative Assistant’s main tasks are:
1. To provide administrative support to the field staff for internal training.
2. To manage all activities related to sending participants on external trainings (language courses)
3. To collect data and establish statistics for example regarding attendance.

S-He is responsible for the administrative aspects of:
 Internal announcements of learning events and programmes: registration, compilation lists of all trainings referred to in our training brochure.
 Externals trainings (including languages courses).
 Update of the database in the HR software, with information regarding the training courses that employees attend.

Your Responsibilities
• Make the announcements, communicate and circulate to the field staff information about upcoming learning events, pedagogical sheets, and the registration process.
• Actively manage registrations and create participant lists
• Manage all activities related to sending participants on external trainings: provide practical information, and, if necessary, organize participant transportation (and accommodation) to the training sites.
• Be the interface between external institutes (languages schools, etc) and MSF Switzerland trainees for any other administrative or communication needs.
• Update HR databases and indicators files.
• In coordination with the L&D admin manager, manage and organize planning and calendars (announcements, deadlines for registration, etc).
• Follow and respect the selection process.
• Provide organisational support for better planning.

Your Profile
Education
• Degree in administration or organisational development, or equivalent.
Experience
• At least two years' work experience in an administrative position (service-oriented such as tourism or hospitality management)
• Field or international experience an asset.

Skills
• English: Ability to speak and write fluently in order to communicate easily with all parties
• French: an asset
• Strong organisational skills
• Ability to manage multiple tasks interactions concurrently,
• Rigorous, attention to details
• Time management
• Good command of MS Office, such as Outlook,, Excel and also Sharepoint or Google Drive
• Comfortable working with a remote team

Personal strengths
• Service orientation
• Good at prioritizing and stress management
• Able to work independently
• Result-oriented
• At ease making contact/communicating with new people
• Team spirit

Terms of Employment
• 1 year contract, 100%
• Located in Prague, Czech Republic
• Ideal starting date: as soon as possible
• Salary commensurate with experience and internal salary grid

How to apply
Interested candidates should send a cover letter and curriculum vitae (CV 2 pages max. and letter of motivation 1 page max.) in English (5MB max in total) through the "Send CV to the company" button.

The deadline for applications is February 4, 2018.

Applications will be treated confidentially.

Please note that only short-listed candidates will be contacted.