Administration Assistant”For Tunisian nationals only”-NRC عودة إلى الفرص

Position: Administration Assistant

Reports to: HR & Administration Technical Officer

Supervision of: Cleaners

Duty station: Tunis 

Travel: N/A

Duration and type of contract: 1 year

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships. 

• Role and responsibilities

The purpose of the Administration Assistant position is to assist in the day to day administrative work and implementation of the support functions responsibilities in Tunis office.  

Generic responsibilities (max 10)

1. Adhere to NRC policies, tools, handbooks and guidelines
2. Assist with the implementation of the support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents 
5. Promote and share ideas for improvement of the support function

Specific responsibilities 

• Assist the Administrative Officer in day to day up keep & maintenance issues in Tunis office. 
• Arrange for upkeep & maintenance of NRC office and guest houses in Tunis.
• Facilitate the accommodation arrangements of visitors and staff in guest houses.
• Maintain records of allocation staff accommodation in NRC guest houses and alert the line manager/s about accommodation situation.
• Coordinate with the landlords for office and guest house on issues related to maintenance, utility payments and lease agreements.
• File administrative documents according to procedures and maintain stock of office supplies in Tunis office. 
• Provide secretarial support such as typing, taking minutes, scanning and translation documents of English, Arabic & French. 
• Focal point on Libyan and Tunisian visa requirements, submission & collection, including drafting invitation & mission letters. 
• Manage securing work permits and residency cards for international staff based in Tunis 
• Scheduling and organizing meetings, workshops and conferences, including venue and accommodation booking. 
• Cover for other Admin roles in Tunis office as and when required.
• Provide line management support to office cleaners. 

Critical interfaces

Relevant interfaces for this position are:

• Landlords of office & guest houses
• Maintenance staff
• Finance   

Scale and scope of position

• Competencies 

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories: 

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance. 

Generic professional competencies: 

• Experience from working as a Support Function Officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Pleasant personality 

Context/ Specific skills, knowledge and experience: 

• Minimum High School qualification  
• Knowledge of English, French and Arabic 
• Analytical skills

1. Behavioral competencies 

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

• Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: 

• The Job Description 
• The Work and Development Plan 
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework