Office Manager -DAI Retour vers les opportunités

Project Background: 

The USAID Fiscal and Accounting System of Tunisia (FAST) Project supports the  Government of Tunisia (GoT) to improve public financial management. FAST focuses specifically on enhancing and upgrading the government’s public financial  management information system (PFMIS) to increase the efficiency, transparency,  and predictability of public finances. The project strengthens the government’s  capacity to carry out fiscal, budgetary, and revenue collection mandates and advances  electronic services to optimize regulations, procedures, and authorizations that reduce  the cost and time burden on businesses, facilitate investment and trade, and promote  innovation. Finally, FAST works to strengthen communication between policy  makers and the public to build a common understanding of the constraints to—and  opportunities for—economic expansion. 

Purpose: 

The Office Manager, working under the supervision of the Director of Finance &  Administration, will support all project operations, Human Resources administration,  facilities, and asset management. He/She will contribute to the formulation and  implementation of administrative policies and procedures. He/She will work under  the DAI Global Security Manager’s guidance, to manage all related security aspects  within the project and provide constant security awareness amongst staff.  

Responsibilities and Key Tasks: 

Project Office Management: 

• Assist the Director of Finance & Administration, managing daily  administrative operations of the project 

▪ Coordinate with Director of Finance & Administration to manage  program operations, maintaining compliance with DAI/USAID policies  and Tunisian law. 

▪ Ensure project staff are properly trained in project data management  systems, and that staff actively incorporate the data management system  into daily project activitie

▪ Ensure that administrative records are well-organized, maintained and  updated. 

▪ Responsible for gaining comprehensive knowledge of project’s Field  Operations Manual (FOM) and for identifying areas where policies,  procedures and/or practices may not be fully aligned with project  practices and advising project management on solutions 

▪ Responsible for coordinating documentation requirements with various  departments, i.e. grants, finance, Technical/Delivery, and other areas ▪ Supervise the Office and Logistics Assistant work including tracking and  monitoring of day-to-day tasks and ensuring a smooth running of the  office. 

▪ Manage facility support staff and services, including vehicle licensing,  operations and maintenance, and generator repairs 

▪ Ensure adherence to operational budget, and reconcile inventory ▪ Regularly monitor inventory in TAMIS, and ensure that asset labels are  affixed to all tracked property 

▪ Ensure regular physical inventory of project property and insurance  reporting 

Project Security Management:  

• Reporting directly to the Global Security Manager on security-related  issues. 
• Updating the security plan and managing safety within the project. • Informing and coordinating with staff on security, including decisions  made by the client or others affecting the security of staff or projects. • Coordinating emergency contingency plans such as evacuation, medical  or otherwise, of staff.  
• Monitoring the security environment. 
• Scheduling periodic security training and drills, and testing systems and  equipment, especially before anticipated events that might have security  implications (such as elections). 
• Providing visitors, STTAs, and new staff with a security orientation. 

Project Human Resources Management:

▪ Oversee Human Resources operations on the project, including  recruitment, hiring, employee on‐boarding, staff orientation, performance  reviews, and disciplinary action in compliance with donor rules and  regulations, DAI policies, and local labor laws. 

▪ Manage recruitment and the hiring process.

▪ Supervise the HR Staff work including tracking and monitoring of day-to day tasks.  

▪ Train supervisors while conducting evaluations of staff members in their  units and monitor compliance with the process. 

▪ Mitigate and resolve human resource conflicts and issues, seeking  assistance and guidance from the Director of Finance and Administration or other senior staff members as needed. 

▪ Check personnel files are stored in TAMIS for all long-term and short term project staff. 

▪ Launch the annual performance review in time and ensure the respect of  rules and policies regarding this process. 

▪ Manage the Health insurance relation with counterpart. 

▪ Support managers and subordinates in conflict cases. 

▪ Working closely with CoP & DCoP and under the supervision of the DFA  on Career development and new organization.  

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Preferred Qualifications:  

• At least 8 years of professional experience, including progressively  responsible experience in operations, administration, HR or related field.  • Bachelor’s degree (or equivalent) in related field of study.  
• Experience with USAID projects preferred. Experience with  international donor-funded projects also an advantage.  
• Well organized and self-directed individual with sound technical skills,  analytical ability, good judgement, high ethical standards, and  

operational focus. 

• Familiar with donor rules and regulations. 
• Experience and familiarity with DAI systems and procedures preferred. • Oral and written fluency in Arabic, French and English is required