Administrative Officer-USIP عودة إلى الفرص

Description

Who We Are

Peace is our commitment. The United States Institute of Peace represents the American people’s shared values and commitment to peace worldwide. We know that Peace is Security – it advances both U.S. and international security by preventing, managing, and mitigating violent conflict.

We are an independent, non-partisan institution and are actively engaged with peacebuilding efforts worldwide. Together we tackle the most challenging problems and hold fast to the possibility of a more peaceful world. To learn more about USIP programs and job openings, go to https://www.usip.org/about/careers.

If you have a passion for making the world a better place and want to have a front-row seat on the world stage, USIP is the place for you.

Summary

The Administrative Officer is responsible for providing administrative and office management support to an organization, and ensuring our staff has adequate support to work efficiently.

This is a full-time Host Country National Personal Services Contractor position based in Tunis, Tunisia. The Officer will report directly to USIP’s Senior Finance and Operations Manager in Tunisia.

Major Duties and Responsibilities

Administrative and Logistics Support:

• Recommend changes to policies or procedures to improve operations, such as changing what supplies are kept or how to improve recordkeeping, etc.
• Support the Finance and Operations team in planning budgets for local equipment and office supplies.
• Support event preparations and logistics.
• Monitor the facility to ensure that it remains safe, secure, and well maintained.
• Provide operations support in maintaining and repairing office machinery, equipment, and other systems.
• Enter procurement requisitions for administrative, facilities, and operations contracts.
• Provide recommendations for new purchases and transportation in terms of costs and safety.
• Ensure that USIP stays compliant with all applicable laws and regulations related to job duties.
• Coordinate office activities and operations to secure efficiency and compliance with USIP’s policies.
• Supervise administrative staff including Cleaner, Guard, and Driver; and divide responsibilities to ensure great results and efficiency.
• Manage agendas/travel arrangements/appointments for field staff managers.
• Assist in creating and updating records and databases with personnel, financial and other data.
• Provide support for staff on visa requests.
• Provide logistical support when needed: trip planning, security checks, workshop and event support, and regular communication with vendors and relevant institutions.
• Oversee facilities support on all premises rented by USIP in Tunisia.
• Ensuring office supplies are purchased, maintained, including checking inventory and working with vendors to always ensure adequate levels of necessary supplies.
• Manage the relationship with the residency office in Tunisia to issue residency cards for the TCNs.
• Assist international staff in finding appropriate residence in Tunis.

Security Support:

• Notifies Global Security and Travel (GST) team of local security updates and maintain a high level of security awareness. Provides support to Global Security and Travel in their organizing of annual security and safety training.
• Assist in the preparation of weekly/monthly security reports to GST.
• Provide Tunisia specific security information and updates to Global Security and Travel to assist in their preparation of different safety and security assessments.
• Assist in the safety and security preparedness of all USIP rental premises, including office and apartments for international staff.
• Brief cleaner(s), guard(s), and driver(s) on security and safety guidelines.
• Ensure that facilities meet environmental, health, and security standards and comply with all applicable laws and regulations.
• Ensure that vehicles rented or at USIP’s disposal are roadworthy, insured, and meet official requirements and documentation of the Tunisia Transport Authority.
• Arrange for visitor transportation to and from the airport and ensure that USIP transportation and security needs are met.

Perform other duties as assigned.

Qualifications

• High school diploma. BS/BA degree in office administration or related field is preferred.
• A minimum of 5 years of experience as an office administrator, administrative coordinator, or relevant role preferably in an international organization.
• Familiarity with office management procedures and basic accounting principles.
• Staff management experience.
• Excellent knowledge of MS Office and office management software.
• Proficiency in Excel and other Microsoft programs.
• Outstanding interpersonal communication and abilities.
• Willingness to learn new programs or company procedures.
• Excellent organizational and time management skills.
• Ability to work independently and often without direction.
• Strong people skills and ability to help customers, clients, and employees with various needs and requests.
• Ability to multitask and take multiple requests at one time from various team members.
• Proficiency in Arabic and English, both written and oral required. Proficiency in French is preferred.

All USIP contract and employee positions are contingent upon the favorable completion of a suitability background investigation.  

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