Operations & Administration Support Officer

Operations & Administration Support Officer
1. BACKGROUND TO THE PRINCIPLES FOR PEACE FOUNDATION

The Principles for Peace Foundation (P4P) is an independent, Geneva-based think-and-do tank dedicated to accompanying peace and security actors and reshaping global peace efforts through principled pragmatism and measurable effectiveness.

We work as a trusted partner to organizations, national and international actors, equipping them with the tools, data, and strategies necessary to make peace processes more legitimate, inclusive, and durable. Our approach is grounded in a principled pragmatism and a strong focus on accountable security, legitimacy and inclusion distilled from global consultations and over 700 case studies.

The Operations & Admin Support Officer ensures the efficient functioning of P4P’s internal operations, providing essential support across financial coordination, procurement, logistics, office management, and overall administrative systems. Working under the Manager of Operations & Business Optimization, the Support Officer manages key administrative processes, including documentation, contract support, and coordination with the Operations Service Center.

The role supports financial and audit preparation, maintains contract and supplier records, oversees office and asset management, and ensures smooth logistical arrangements for staff, programs, and events. The Support Officer also contributes to procurement compliance, office administration, and cross-team coordination. As P4P grows, the officer supports additional operational and administrative tasks in line with organizational needs.

• Ensure budget lines are up to date in the workplan for the administrative budget
• Support budget monitoring and provide administrative and financial inputs for budget updates.
• Assist the Operations Service Center with the preparation and coordination of internal and external audits, ensuring timely provision of supporting documents.
• Ensure correct filing, archiving, and accessibility of financial documentation following best practice naming conventions
• Regularly process expenditures ensuring appropriate charge codes are used.
• Support drafting, filling, reviewing, and managing contracts, MoUs, partnership and sub-grant agreements.
• Conduct supplier and partner due diligence checks and maintain compliance documentation.
• Maintain the contract management tracking system and ensure timely renewals or updates.
• Monitor the financial processing workspace, update and take action when necessary.

• Support logistical arrangements for operations and programs, including travel bookings, visas, transportation, and accommodation.
• Manage office administration, including supplies procurement, service provider coordination, and facility upkeep.
• Oversee maintenance, repairs, and inventory control for P4P equipment, assets, and infrastructure.
• Maintain the organization's inventory system and ensure periodic updates.
• Support the planning, organization, and documentation of internal and external meetings, workshops, and events (venue booking, catering, administrative preparations, onsite support).

• Support procurement processes and ensure all purchases follow P4P policies and procedures.
• Ensure proper documentation of procurement steps, including quotations, comparative analyses, and purchase approvals.
• Assist in drafting and reviewing procurement-related contracts and agreements.

The above responsibilities are not exhaustive. As organization is expanding and ad hoc tasks often make up the lion’s share of a typical day’s work. The Support officer may be assigned additional duties aligned with their skills and P4P needs, such as:

• Support drafting, revising, and disseminating P4P policies, guidelines, manuals, and SOPs.
• Support capacity development activities such as training and the development of pedagogical materials for employees and partners (admin, HR, finance, logistics).
• Provide administrative and coordination support for cross-team initiatives

• University degree in Administration, Management, Finance, or related field; or equivalent demonstrated experience.
• Minimum 3-5 years of relevant administrative or operations experience.
• Excellent communication skills in English and French (written and spoken).
• Strong administrative and organizational skills, insurance management, and office administration.
• Ability to work effectively in a fast-evolving environment, managing multiple priorities.
• Familiarity with Swiss administrative processes, labor regulations, and insurance systems.
• High level of discretion, integrity, and ability to handle confidential information.
• Demonstrated teamwork, adaptability, problem-solving, and results-oriented mindset.
• Experience supporting events, logistics, and multi-stakeholder coordination is an asset.

P4P applies a clear and consistent approach to…