Administrative Assistant

The Lutheran World Federation (LWF) has an opening in its Geneva offices for an







Starting date:  As soon as possible

Closing date for applications:  17 November 2019

Limited travel of less than 7 days per year


The LWF is a communion of 148 member churches in 7 regions, living and working together for a just, peaceful and reconciled world.


Purpose of this Position

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 unit 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 holistic mission.

DTMJ programs are related to Theological Studies, Church in Mission and Action for Justice and covering a wide area of themes.

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

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

Required Qualifications

  • High school/commercial school
  • Training in Information Management
  • Proficiency in English and French; German and Spanish are assets
  • Advanced level in office suite, database and DMS or ECDL certification or equivalent
  • 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 enivronments
  • Knowledge of LWF member church, mission society, related agency and/or ecumenical organisation


LWF Core Skills

  • Working effectively with others – level high
  • Achieving results – level high
  • Initiative – level confirmed
  • Leadership – level confirmed
  • Analytical thinking – level confirmed
  • Accountability – level confirmed

Required Skills

  • Discretion – level high
  • Attention to details – level high
  • Working under pressure – level high
  • Administration assistance – level high
  • Information management – level confirmed
  • Communication – level confirmed


Position Environment and Dimensions

Internally, as a member of DTMJ Support Team, mainly interacts with the department staff, with other administrative staff, and all staff in the Communion Office and country programs.

Externally, interacts and cooperates with member churches, donors and related agencies, ecumenical organizations, UN, NGOs, any other LWF stakeholders at operational level.


Main Duties

Administrative and Coordination Support

Maintains updated information on stakeholders on relevant institutional platforms.

Provides administrative advice on policies, correspondence manual, templates, and forms when required.

Liaises and prepares correspondence with colleagues, member churches, country program staff and other relevant stakeholders in relation to the department / program activities.

Collects, processes, monitors, and reports on activities for the department.

Processes invoices and expense reconciliations.

Arranges and coordinates logistics for meetings, conferences, travels and visitors, as well as various other requests and queries related to the department.

Supervises induction programs for new staff as per LWF guidelines.

Organise social events for the department.

Documentation and 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 institutional graphic line, 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.

Actively contributes to the Working Group on Archives.

Communication Support

Processes information and data for presentation purposes.

Puts together informative contributions in department/ program publications, and coordinates their processing with the respective desks.

Takes minutes for department meetings.

Special Duties

As may be assigned by the supervisor.


Major Challenges

To offer an expert and professional support to department staff at a time of restructuring.


To apply, click on the following link: