Mission Assistant – CESVI Tunisia office Retour vers les opportunités

Job Description

Position: Mission Assistant – CESVI Tunisia office

The main duty station will be the Country Office in Tunis, reporting to the HR Coordinator. 

The position is responsible for: 

Cesvi has been one of the first INGOs intervening in Libya, as soon as the Arab Spring begun in 2011 and is carrying out a Humanitarian Protection Program in Tripoli and Misrata within different settings, included Child Protection program since 2016. 

The role of the Mission Assistant is to support the effective administration of CESVI premises (Officer and guest house) and other admin matters.

Specific tasks and responsibilities:

• Logistics and Admin support 70%

• • General office administration management and implementing of office polices 
  • Ensuring CESVI office and accommodation protocols are adhered to 
  • Ensure that administration archivers are in use and maintained according to the CESVI regulations (both hard and soft copies)
  • Managing of processes for visas, work permits and residencies for international staff and visitors
  • Managing of minor maintenance for the Tunis office including office equipment/furniture as agreed with procurement department
  • Responsible for the organization of international travel arrangements
  • Overall responsibility to ensure CESVI visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport
  • Maintaining of the guesthouses, guesthouse equipment and supplies
  • Ensure adequate supply of stationery and office supplies
  • Liaising with relevant authorities in consultation with Senior Logistics officer and HR Coordinator 
  • Coordinate with the IT technician to prepare the laptop for new staff (Email on outlook, Dropbox access, Microsoft office, printers’ access. …).
  • Provide back-up support physical inventory of assets and equipment exercises.
  • In case of absence/ holidays, acting as logistics & procurements officer.

• To ensure timely and accurate management of the Sodexo and Inruncae STAR system by delivering comprehensive monthly reports and maintaining an up-to-date staff database through regular additions and deletions.

• Makes appointments and schedules meetings for the Regional Manager, including facilitation of Senior Team Management meetings
• Take notes for the Regional Manager meetings when requested
• Provide interpretation and translation of documents from Arabic to English and/or French and vice versa when needed.
• Performs other related tasks as required

• Program Support 30%

• Support Assessments in Tunisia : Participate in field visits to gather data and conduct assessments, and interpretation
• Support Administrative and Logistics Tasks of Tunisian programmes: Assist in the administration of Tunisian programs, manage logistics for events, workshops, and training sessions.
• Assist in the implementation of the BESTY project including, contacting beneficiaries, organizing meetings and events, supporting with monitoring and evaluation tools.
• Facilitate Meetings: Organize and facilitate meetings with partners, external stakeholders, and internal teams, prepare meeting agendas, presentations, and minutes
• Support Graphic Design of Documents: create visually appealing and informative documents.

Requirements:

• Degree in secretarial field or any other relevant.
• 3 years’ relevant experience of which 2 years directly assisting at high level.
• Computer literate – including the use of Internet, Microsoft Office.
• Good experience in planning, coordinating and implementing work activities.
• Good knowledge and experience in general administration
• Fluent in Arabic and French
• Functional English language level