Administrative and Financial Officer (Legal Agenda-Tunis) عودة إلى الفرص

The Administrative and Financial Officer is responsible for administrative and financial management at Legal Agenda Tunis (LA Tunis). S/he will work  in conformity with the LA policies and procedures, and  with guidance from the president of LA Tunis administrative board, the LA executive director and the deputy executive director.

Main roles and responsibilities:

Financial and Narrative Reporting:

• Prepare monthly expenditure reports and periodic financial reports.
• Collect and organize supporting documents.
• Monitor the implementation of the LA Tunis annual budget.
• Prepare narrative reports in close cooperation with the LA Tunis team.
• Coordinate with the LA Tunis team to maintain adequate completion of  the monitoring and evaluation tools.
• Share monthly and periodic reports with the Deputy Executive Director and the Financial Manager at the Legal Agenda headquarter.
• Participate in designing projects in cooperation with the Deputy Executive Director at the Legal Agenda headquarter.
• Assist the executive office at the Legal Agenda headquarter and the administrative board in Tunisia in reaching out to new potential donors.

Projects Management and Implementation:

• Contribute to the coordination of the LA Tunis projects and activities based on detailed action plans.
• Follow up with the LA Tunis team to ensure that all activities are implemented according to the annual plan and  the project’s plans.
• Organize public events planned by the LA Tunis (e.g., publications’ launching events, workshops, roundtables…) according to LA events’ organization protocol.
• Maintain up to date contact lists for the partners, consultants, NGOs, activists, media, etc…

Distribution Management:

• Lead on the distribution of LA Tunis  publications.
• Maintain an up to date distribution list for the Magazine issues and other publications

Financial Management:

• Manage cash and payments and ensure that all payments are timely released.
• Communicate with the bank and handle financial transactions
• Submit quarterly budget forecasts and transfer requests to the LA headquarter
• Coordinate with the financial auditor to prepare annual audit  reports
• Coordinate with the accounting office to pay due taxes and social security subscription fees

Human Resources Management:

• Maintain an up to date database for employees and consultants, and handle related documentation (e.g., starting date, employment contracts, consultancy agreements certificates…)
• Ensure the accuracy and validity of human resources records
• Ensure the implementation of effective personnel management (e.g., leaves, attendance…)

Procurement Management:

• Handle purchases in a cost-effective and transparent manner.
• Purchase office supplies and equipment and maintain appropriate inventory.
• Coordinate with suppliers and establish and maintain ethical and professional working relationships with them.
• Ensure that all required services and equipment are delivered on time.
• Maintain an up to date database for suppliers of regularly  purchased items.

Office Management:

• Ensure smooth running of the day to day operation .
• Receive and respond to  phone calls, messages, and emails as required.
• Communicate with respective authorities to secure office utilities (electricity, internet, water, …)
• Communicate with government departments to complete official transactions
• Organize the archive and the branch library, and develop and maintain an updated inventory of the library assets and publications.