(Offre en anglais) The Heinrich Böll Foundation recrute un(e) “Administrative Assistant” Retour vers les opportunités

The Heinrich Böll Foundation (HBS), a German non-profit organization seeking to promote democracy, civil society, equality and environmental justice is offering the following position for its Tunisia – Tunis office:

Administrative Assistant

Under the guidance of the Financial and Admin Coordinator, the Administrative Assistant will be responsible for managing the HBS Tunisia – Tunis office, in accordance with HBS internal rules and regulation.

 Tasks and Responsibilities:

• General point of contact for the office (where applicable, relay to the responsible employee)
• Manage the incoming and outgoing e-mails, post mail, faxes, documents, invoices etc.: Receive, sort, answer or forward as required according to the priorities
• Update and maintain address databases and prepare clusters for mailing lists, contact lists (partners, suppliers etc.) and HBS templates.
• Draft or translate (English/French to Arabic and vice versa) messages and letters.
• Prepare agenda and take minutes of staff meetings. Draft memos and letters and facilitate translation of relevant documents in Arabic, English and French.
• Maintain office filing systems both electronically and on paper with respect of HBS electronic filing structure.
• Organize travel arrangements for staff and visitors’ missions: support for preparation of visiting program (appointments and meetings) organize the transport of the visitors, manage the reservations of hotels and booking/purchase of flight tickets
• Coordinate and facilitate internal and external events & meetings including pre-event preparation, liaising with participants/guests, finding venues, catering and logistical arrangements with respect of the allocated budget.
• Ensure the smooth day-to-day administrative function of the office, monitor and maintain office supplies, keep proper storage of office equipment, ensure their maintenance and manage service and supplier contracts/relationships.
• Petty cash Management: cash transactions, maintain cashbook records, file receipts & vouchers and periodical reconciliation.
• Ensure Photocopying and binding on need.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.

The contract of employment will be based on local labor laws in Tunisia.