Administration Assistant – Innovation and Planning Agency SWITXBOARD عودة إلى الفرص

Duty Station: Tunis  

Duration: 11 Months (with good prospects for extensions) Title : Administration Assistant 

Job Description 

The Innovation and Planning Agency is looking for an administration assistant (w/m/d) to  support the “Basta Harraga Project” (BHP) in Tunisia. The BHP is supported by the European Commission’s Asylum, Migration and Integration Fund (AMIF) and the Austrian Interior  Ministry and is implemented as of March 2021 by EB Projektmanagement GmbH (EBP) in  Austria through its implementing partner Innovation Planning Agency Switxboard SUARL  (IPA) in Tunisia.  

The BHP tries to establish direct contact and involvement of Tunisian and third country migrants to better care for those in particular need of protection and to ensure access to help. The target groups are assisted with psychosocial support counseling and safe spaces, facilitating reintegration in their country of origin, information and legal services in Tunis, Sousse, Sfax and Zarzis. It is further hoped that alternative solutions and perspectives can be developed to counteract irregular migration. .  

Under the direct supervision of the Head of Administration, the Administrative Assistant is based in Tunis and supports smooth operations of all activities by addressing the various administrative support needs of the project. He/She is expected to coordinate closely with all team members, especially with the project coordinators and the psychosocial team-leaders. 

Thus the ideal candidate is a highly effective team player with strong interpersonal and administrative technical skills with the competence to immediately add value to the work of the team and stakeholders. Besides the clerical and administrative core competencies, he/she should bring a high level of self-organization, motivation and social engagement as well as the ability to relate with people at all levels to this exciting position. 

 Responsibilities and tasks Logistics: 

• Ensures that infrastructure is adequately set up in terms of offices, guest house and fleet management and further supports all logistics for the project’s daily operations 
• Implements quality control procedures and ensures smooth operations by coordinating with functional staff, activity-specific logisticians, suppliers and further service providers
• Mobilizes staff and consultants by arranging travel and lodging Finance Administration: 
• Revises and supervises implementation of money security procedures (cash, procurement and payroll management) 
• Cash book and cash box management (following up and keeping the books)
• Ensures with project coordination and (external) accountant preparation of periodic finance reports Written Communications / Record Keeping: 
• Completes and files various forms, including: periodic activity and data reports, purchase requisitions, shipping requests, travel expense reports, mission orders, etc. 
• Contributes to development of meeting notes and answers routine correspondence and composes complex correspondence as necessary HR assistance: 
• Administers contracts, consultancy agreements, work hour calendars, requests for absence, and for payment 
• Ensures information sharing regarding IPA’s HR and SOP guidelines (e.g. specific Terms of References, Code of Conduct, etc.) 

It is further desirable if the candidate is willing to engage in ‘extra-curricular activities’ e.g.

supporting the project’s networking efforts with external stakeholders.  

Conditions:  

• Competitive salary according to qualification and experience
•  11 months contract (good contract extension prospects)