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


Heinrich Böll Stiftung

Lance   Offre d'emploi

Échéance

28 Octobre 2018 Il y a 2 ans

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Détails de l'opportunité

Régions concernées par cette opportunité: Tunis et 1 autre(s) régions
Domaines concernées par cette opportunité: Citoyenneté et gouvernance et 7 autre(s) domaines

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 North Africa – Tunis office:

Administrative Assistant

Under the guidance of the Financial and Admin Coordinator, the Administrative Assistant willbe responsible for managing the hbs North Africa – Tunis office, in accordance with hbsinternal 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 andfacilitate translation of relevant documents in Arabic, English and French.
  • Maintain office filing systemsboth 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 purchase of flight tickets
  • Coordinate and facilitate internal and external events &meetings includingpre-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 theirmaintenance and manage service and supplier contracts/relationships.
  • Petty cashManagement:cash transactions, maintain cashbook records, file receipts & vouchersand 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.

Critères d'éligibilité

  • University diploma in management or equivalent required
  • Demonstrated work experience as office manager/ administrative assistant with aninternational organization/ NGO or in the private sector
  • Strong MS Office skills including Word, Excel, PowerPoint +
  • Fluency in Arabic, French and English. Fluency in German is an asset
  • A proven ability to prioritise, plan, organise work and meet deadlines in a busy environment
  • Problem solving skills, ability to multi-tasking, team oriented and able to work independently
  • Proven willingness and ability to work flexibly in response to changing organizational requirements

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