Job advertisement: Membership and Admin Officer

  • Deadline for applications: Friday 21 January 2022, 1pm CET

ILGA World seeks a Membership and Admin Officer to manage, develop and grow ILGA World’s membership, as well as manage the operations of the Geneva-based office.


  • with dedication to – and experience in regard to – the human and social rights of persons with diverse sexual orientations, gender identities, gender expressions and sex characteristics (SOGIESC)
  • who meets the requirements set out below

is welcome to apply.


The position

ILGA World seeks a Membership and Admin Officer to manage, develop and grow ILGA World’s membership, as well as manage the operations of the Geneva-based office.

The role of the Membership and Admin officer is to support the membership of over 1,700 organisations worldwide, support regional offices with membership matters, manage the database (CRM), and develop process related to membership. The person selected for this position will also be responsible for smooth operations of the office based in Geneva. The Membership and Admin Officer reports to the Director of Finance and Operations and works closely with the Executive Director.

Over the past 42 years ILGA World Membership as well as the office staff have grown significantly, and the plans for the future of our membership are firmly cemented in the strategic vision of the organisation. This is an exciting time for a new Membership and Admin Officer to join our team and act as the primary interface between ILGA World and its members.

The ideal candidate will start working in March 2022.


The Membership and Admin Officer supports and develops membership work of ILGA World, manages the organisation’s membership database and is part of the operations team of ILGA World. Their responsibilities include the following:

  • act as the first point of contact for all members and prospective members, taking enquiries via multiple communication channels, providing a high level of customer service, ensuring well-informed and prompt responses to membership enquiries, cost efficiency and system development.
  • assist in the creation and development of communications to our membership, member surveys, production of reports etc.
  • work with other departments across the organisation to maximise engagement with membership
  • develop and implement tools, channels and activities to ensure a smooth member approval, renewal and payment processes, as well as strong membership engagement, whilst accurately maintaining, recording and updating the CRM database.
  • assist the Membership Committee of the ILGA World Board with specific enquires, set up of relevant systems and processes and committee meetings in collaboration with the Executive Director.
  • work with the Finance team to ensure correct processes are in place to maximise the efficiency of the CRM in terms of membership subscription payments – including direct debits. Send out invoices, reminders, and follow up on payments.
  • attend World and Regional conferences (in person or virtually) to assist with membership related administration
  • understand and support the vision, mission and aims of ILGA World
  • must be available to work occasional evenings and weekends
  • manage the efficient day-to-day running of the office systems, supplies, premises and equipment; Process incoming correspondence and respond to enquiries, referring these to other staff, elsewhere within ILGA or externally as appropriate.
  • use computer systems and software in order to provide an efficient and effective administrative service ensuring that data security and legal requirements are achieved.
  • distribute documents and information internally and externally as required.
  • provide administrative and practical support to the work of the Executive Director and Board, in particular the Co-Secretaries general.
  • The Membership and Admin Officer is currently required to work from ILGA World’s head office in Geneva
  • ILGA World operates under a flexible working system, that among others include flexible working hours and flexible remote work arrangements
  • The weekly working time is 37.5 hours on a 100% position
  • ILGA World remunerates under a salary matrix structure. The annual salary being offered for the post is CHF 69’600 based on a 100% position based in Geneva
  • In addition, ILGA World offers 25 days annual leave, an annual Geneva travel pass (or equivalent contribution to transport costs) and a contribution to lunch expenses
  • Some relocation support is offered by ILGA World: this includes limited financial support for moving expenses and, if applicable, obtaining a work permit for the successful candidate.

The successful candidate should be strongly committed to working for human rights and equality, and have competencies and demonstrated experience in the following areas:

  • fluency in English
  • working within the membership function of a professional organisation
  • strong skills and experience in using a membership CRM database
  • sound knowledge and experience of using key applications (e.g. Excel, Word)
  • excellent communication and interpersonal skills
  • keen attention to detail and accuracy in recording statistical data and providing reports
  • excellent organisational and time management skills
  • proven experience in office management and administration, procurement of goods and services and documentation filing systems
  • competent in working with suppliers: building and nurturing key relationships; Professionally negotiating contracts and deals with suppliers
  • availability for international travel related to ILGA- and other events, according to requirements.
  • practical experience with CIVI CRM (https://civicrm.org)
  • experience of working in a multi-tasking small team
  • Spanish and/or good knowledge of other official UN languages
  • experience in working remotely.

How to apply

The application for this position needs to be submitted online here: https://recruitment.ilga.org/membership_admin_officer_application_form.

We recommend you download the application form here in Word format, prepare your application and copy/paste it into the application form.

Should there be well found reasons why this was not possible, you may submit the application form as well by e-mail to [email protected]. Rename this file SURNAME_Name_MAO.docx. (for instance: SMITH_John_MAO.docx) before you submit it.

Should you have questions regarding this call, please reach out to [email protected].

Deadline for applications: Friday 21 January 2022, 1pm CET. 

Key dates

22 December 2021: Call for candidates
21 January 2022, 1:00 pm CET: Deadline for applications
27 January 2022: Shortlisted candidates are sent the written task
3 February 2022: Deadline for written task
14- 17 February 2022: Interviews with shortlisted candidates and skills exercise
Before 28 February 2022: Offer is made
March 2022: Successful candidate takes up position (if notice period allows)


ILGA World equal opportunities policy

ILGA World is an Equal Opportunities Employer.

ILGA World is committed to social justice, regardless of any individual or group characteristics, including gender identity, gender expression, sexual orientation, sex characteristics, race, age, disability, ability, economic status, national origin, religion, ethnicity, and historical, cultural and geographic experiences, nonetheless recognising the unique challenges faced by individuals with each of these characteristics and by those with intersecting identities.

We offer fair treatment to all current and potential employees, interns and contractors and aim to ensure that all such individuals receive equal treatment (including access to employment, training and opportunities for promotion, as relevant) regardless of any personal attribute as listed above.

ILGA World promotes gender and equality mainstreaming and it actively promotes equality in all policies and actions. All applications will be treated with the strictest confidence.

Lesbian and bisexual women, intersex persons, trans and gender-non-binary persons, and persons from the Global South are especially encouraged to apply. Only qualified candidates will be contacted. If more than one applicant is considered to be equally qualified for the position, priority will be given to applicants coming from marginalised and/or underrepresented groups.