IIDebate Recruits Administrative & Logistics assistant عودة إلى الفرص

Post conditions

Type of contract: Fixedtermcontract (1 year)

Contract Duration: One yearrenewabledepending on funds

Workinghours: Full time (40 hours/week)

Location: Based in Tunis, Tunisia

Salary& Conditions: According to experience and HR policy and conditions in Tunisia

Reporting line: Program Manager, ExectiveBoard

Starting date: ASAP

Resposnabilities

General Administration (60%)

• Responsible for office administration, contributing to create a professionalatmosphere and ensure and maintaincleanliness, tidiness, security and proper maintenance of the workpremises.
• Manage all correspondence and endorsing all externalletters, certificates, credentials, invitations, etc.
• Coordinate and support for external meetings or events: makingappointments, coordinate meetings, supervise logistic,etc.
• Liaisewithgovernment institutions for singing or renewal of agreements, MoU, Collaborative Agreement, Tax Exemption Approval; support Letterfrom line ministries, etc.
• Ensurethat the Welcome pack, Security management plan, maps, emergency contact list, etc. are sent to relevant stakeholders and visitorson time and effectively.
• Manage the cleaning services and the building periodic maintenance and repairs, when applicable.
• Improve and maintain the filing system and file all generalcorrespondencerelated to administration and ensurethat office records are kept up to date.
• Maintain the office calendar of appointments and events.
• Arrange office meetings for iiDebate Staff.
• Facilitate in-country registration, visa acquisition and issuing/extension of anyguest part our programs including the invitation letters.
• Arrange and monitor the administrative processes of the Program and externallyfundedprojects, in line withiiDebateprocedures and back donorrequirements.
• Prepare, in the framework of the project cycle of iiDebate or requirements of the back donors, documentation and correspondencesuch as approvals, contracts, and letters of transfer, reminders and letters of rejection (Via email or directly)
• Hand out petty cash afterreceiving the correct and signedforms; in line with applicable procedures, register and file the amount of petty cash thatispaid out. Ensurereplenishments are made on due time, on the first day of the month, and whenneeded and make sure to have all formssignedfrom (Program manager, Project coordinator, communication manager, budget holderaccording to the project and budget lineswith the approval of the finance officer)

Logistics 40%

• Organize iiDebate events, including staff retreats, team events, partner workshops, etc.
• Ensure that the logistical support and administrative services for the running of the office are provided and maintained in an efficient and effective way according to the set standards and procedures.
• Coordinate with all affiliates to ensure the storage of archives of classified/declassified documents are properly in place.
• Manage procurement and logistics functions to ensure full compliance and application of standard iiDebate and/or donor procurement procedures. It includes, amongothers, and with the support of the Logistics volunteers, the organization of different events such as workshops, seminars, etc.
• Arrange management of personaleffects, temporary accommodation, housing, and schooling for international staff deployed to Tunisia or outside of Tunisia.
• Book air tickets and arrange staff travels. Support office logistics for stationery, food and beverage as required by the office in coordination with the partnerstravelagency or by contacting the hotelsdirectly
• Arrange for the execution of all office running costs.
• In coordination with the Logisticsvolunteers, handlelogistical arrangements for visits (find and book suitable venue if required, paymentproceduresaccording to ourmanual of procedures, hotelreservation, and all differentrequirementsaccording to the projectneeds)
• Keep an up-to-date monitoring sheet for loaning of office equipment, subscriptions, etc and ensuresthat all office equipment are wellmaintained.
• Execute a monthlyinventory for all iiDebatematerials and beresponsible of their management. The Logistic administrative willtakeresponsibility of anymaterialsloss if not proven.
• Make sure to respect the manual of procedure and do not proceed to anypayment/transaction withoutfilling out the necessaryforms by staff membersunlessany emergency stated by the management team