(Offre en anglais ) The International Institute of Debate recrute un(e) Admin/Financial Officer Retour vers les opportunités

Duration of the contract: 12 months Admi,n

Type of contract: CNSS

Job brief

We are looking for a competent Administrative & Financial responsible to support iiDebate in departmental Finance & administration. You will also be working to enhance productivity and ensure compliance with rules and regulations. Financial & administrative candidates are well-versed in performance and operations management and competent in assuming delegated duties. They are leaders and critical thinkers, ready to solve problems before they become obstacles. The goal is to help the department attain objectives of productivity and employee satisfaction.

Finance (70%)

• Manage all the financial cash-flow of the organization in coordination with iiDebate financial advisor
• Coordinate the work with the book-keeper to make sure to send all invoices and receive all needed documents on time
• Record all financial invoices and make sure they comply with the lows and regulation
• Coordinate and support for external orders from suppliers and take offers according to iiDebate rules & regulations
• Liaise with government institutions for singing or renewal of agreements, MoU, Collaborative Agreement, Tax Exemption Approval; support Letter from line ministries, etc.
• Improve and maintain the filing system and file all general correspondence related to finance and ensure that office records are kept up to date.
• Hand out petty cash after receiving the correct and signed forms; in line with applicable procedures, register and file the amount of petty cash that is paid out. Ensure replenishment are made on due time, on the first day of the month, and when needed and make sure to have all forms signed from (Program manager, Project coordinator, communication manager, budget holder according to the project and budget lines with the approval of the finance officer)

 Logistics (30%)

• Organize iiDebate events, including staff retreats, team events, partner workshops, etc.
• Responsible for office administration, contributing to create a professional atmosphere and ensure and maintain cleanliness, tidiness, security and proper maintenance of the work premises.
• Manage the cleaning services and the building periodic maintenance and repairs, when applicable
• 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, among others, and with the support of the Logistics volunteers, the organization of different events such as workshops, seminars, etc.
• Arrange management of personal effects, 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 partners travel agency or by contacting the hotels directly
• Arrange for the execution of all office running costs.
• In coordination with the Logistics volunteers, handle logistical arrangements for visits (find and book suitable venue if required, payment procedures according to our manual of procedures, hotel reservation, and all different requirements according to the project needs)
• Keep an up-to-date monitoring sheet for loaning of office equipment, subscriptions, etc and ensures that all office equipment are well maintained.
• Execute a monthly inventory for all iiDebate materials and be responsible for their management. The Logistic administrative will take responsibility of any materials’ loss if not proven.
• Make sure to respect the manual of procedure and do not proceed to any payment/transaction without filling out the necessary forms by staff members unless any emergency stated by the management team
• Ensure that the Welcome pack, Security management plan, maps, emergency contact list, etc. are sent to relevant stakeholders and visitors on time and effectively.
• Facilitate in-country registration, visa acquisition and issuing/extension of any guest part our programs including the invitation letters.