The International Institute of Debate recrute : Administrative & logistics assistant Retour vers les opportunités

Post conditions

Type of contract: Fixed term contract (1 year)

Contract Duration: six months renewable depending on funds

Working hours: Full time (40 hours/week)

Location: Based in Tunis, Tunisia

Salary & Conditions: According to experience and HR policy and conditions in Tunisia

Reporting line: Program Manager, Exective Board

Starting date: ASAP

Resposnabilities

General Administration (60%)

• Responsible for office administration, contributing to create a professional atmosphere and ensure and maintain cleanliness, tidiness, security and proper maintenance of the work premises.
• Manage all correspondence and endorsing all external letters, certificates, credentials, invitations, etc.
• Coordinate and support for external meetings or events: making appointments, coordinate meetings, supervise logistic,etc.
• Liaise with government institutions for singing or renewal of agreements, MoU, Collaborative Agreement, Tax Exemption Approval; support Letter from line ministries, etc.
• Ensure that the Welcome pack, Security management plan, maps, emergency contact list, etc. are sent to relevant stakeholders and visitors on time and effectively.
• Manage the cleaning services and the building periodic maintenance and repairs, when applicable.
• Improve and maintain the filing system and file all general correspondence related to administration and ensure that office records are kept up to date.
• Maintain the office calendar of appointments and events.
• Arrange office meetings for iiDebate Staff.
• Facilitate in-country registration, visa acquisition and issuing/extension of any guest part our programs including the invitation letters.
• Arrange and monitor the administrative processes of the Program and externally funded projects, in line with iiDebate procedures and back donor requirements.
• Prepare, in the framework of the project cycle of iiDebate or requirements of the back donors, documentation and correspondence such as approvals, contracts, and letters of transfer, reminders and letters of rejection (Via email or directly)
• Hand out petty cash after receiving the correct and signed forms; in line with applicable procedures, register and file the amount of petty cash that is paid out. Ensure replenishments are made on due time, on the first day of the month, and when needed and make sure to have all forms signed from (Program manager, Project coordinator, communication manager, budget holder according to the project and budget lines with the approval of the finance officer)

Logistics 40%

• Organize iiDebate events, including staff retreats, team events, partner workshops, etc.
• Ensure that the logistical support and administrative services for the running of the office are provided and maintained in an efficient and effective way according to the set standards and procedures.
• Coordinate with all affiliates to ensure the storage of archives of classified/declassified documents are properly in place.
• Manage procurement and logistics functions to ensure full compliance and application of standard iiDebate and/or donor procurement procedures. It includes, among others, and with the support of the Logistics volunteers, the organization of different events such as workshops, seminars, etc.
• Arrange management of personal effects, temporary accommodation, housing, and schooling for international staff deployed to Tunisia or outside of Tunisia.
• Book air tickets and arrange staff travels. Support office logistics for stationery, food and beverage as required by the office in coordination with the partners travel agency or by contacting the hotels directly
• Arrange for the execution of all office running costs.
• In coordination with the Logistics volunteers, handle logistical arrangements for visits (find and book suitable venue if required, payment procedures according to our manual of procedures, hotel reservation, and all different requirements according to the project needs)
• Keep an up-to-date monitoring sheet for loaning of office equipment, subscriptions, etc and ensures that all office equipment are well maintained.
• Execute a monthly inventory for all iiDebate materials and be responsible of their management. The Logistic administrative will take responsibility of any materials loss if not proven.
• Make sure to respect the manual of procedure and do not proceed to any payment/transaction without filling out the necessary forms by staff members unless any emergency stated by the management team