Operations and Finance Assistant-Chemonics International Retour vers les opportunités

Background

The USAID/Libya Economic Acceleration Project (LEAP/Aqfuz) aims to enhance economic opportunities for the target group in Libya’s south by increasing their effectiveness through contributing to the following objectives 1) strengthen entrepreneurship skills and opportunities for vulnerable and historically marginalized populations; 2) improve the productivity of Micro-, Small- and Medium-Enterprises (MSMEs) among the target populations; 3) increase vocational and technical training with a focus on market demands, and 4) increase assistance to businesses in all phases of their life cycle, all which will help build economic resilience among the target population and promote stabilization, peacebuilding, and conflict prevention. 

Purpose

The Operations and Finance Assistant is responsible for logistics and project office operations, upkeep, and functioning, and supporting financial operations in Tunis. This includes, procurement, subcontracts, compliance, inventory, and Tunisian financial systems. The assistant ensures proper policies are adhered to and controls are in place. They will help maintain all administrative systems to ensure quality control of project administration and full compliance and conformity with USAID rules and regulations, Chemonics’ best practices and policies, and Tunisian laws.

Reporting

The Operations and Finance Assistant reports to the Deputy Chief of Party based in Tripoli and works closely with the Finance Manager also based in Tripoli.  

Location

Tunis, Tunisia 

Responsibilities 

Operations 

• Manage day-to-day operations and logistics, including managing the LEAP office, equipment and inventory, and any travel and in-country logistics. 
• Conducts simple operational procurements for the project including services and commodities as required by the project including office supplies, mobile phone top-up credit, etc.
• Ensures fair and transparent procurement processes that adhere to both USAID regulations and Chemonics standard operating procedures.
• Assists with more complex procurements as needed, including drafting and releasing tenders, evaluating and selecting vendors or participating in selection committees, helping to draft selection memos, and maintaining all relevant documentation in the project files.

• Ensure that operations vendors are honoring contract terms.   
• Manage local insurance contracts for property and health plans.  
• Support Tunisia recruitment, ensuring collection of proper biodata verification documentation, proper biodata completion, and negotiating salary offers in coordination with the Deputy Chief of Party. Ensure all program hiring and personnel management actions and benefits conform to Chemonics’ policies, best practices, USAID rules and regulations, and local labor law.
• Responsible for fully understanding the project’s personnel policies and providing training and orientation to new Tunisian staff on these policies for Tunisia.  
• Overseas travel arrangements and hotel reservation for all short-term consultants and regional travelers.
• Support the operations department in areas of inventory control, asset management, and reporting of inventory to the home office. Tracks equipment usage; maintenance; prepares and files equipment check-out forms. 
• Maintains LEAP files and ensures documentation is in accordance with internal filing system. 
• Secure notarial services at local municipalities in Tunis as needed.
• Deliver project documents to relevant authorities and entities using taxis to include legal counsel, insurance provider, tax authorities, accounting firm, tax advisors, shipping companies, etc. 
• Ensures compliance with office rules and procedures as set forth in the field office policy manual for Tunisia. 
• Maintains periodic communications with counterparts on other Chemonics projects based in Tunisia.
• Undertake other duties as assigned by supervisor.

Finance

• Manages and monitors project safe and petty cash funds.
• Prepare Wire Transfer funds for Tunis office. 
• Prepare financial documents such as purchase orders, expense reports, for day-to-day expenditures and operations and ensure proper backup documentation for each expense is included.
• Perform weekly cash counts and reconciliations. 
• Prepares and maintains all the project financial reporting for the Tunisian authorities. Ensure that all financial transactions and practices related to project activities in Tunisia adhere to USAID and Government of Tunisian regulations, including VAT procedures. 
• Work with external accounting firm to ensure compliance with local financial laws/regulations. 
• Ensure up-to-date and thorough project electronic finance files.
• Other duties as assigned by supervisor. 

Qualifications

• A bachelor’s degree is required.  
• A minimum of three years of experience in operations, finance, human resources, and managing and coordinating logistics needs.  
• Knowledge of Tunisian registration, and other relevant laws and regulations are preferred.  
• Familiarity with USAID policies and procedures regarding financial management, financial reporting, and procurement processes.  
• Willingness to be customer-service oriented towards all colleagues in Tunisia and Libya. 

• Ability to work independently with minimal supervision.  
• Ability to prioritize multiple work assignments in a fast-paced environment.  
• Experience working in Tunisia required; In Libya preferred. 
• Demonstrated working knowledge of MS Word, MS Excel, and other basic computer applications.  
• Ability to communicate verbally and in writing effectively, prioritize tasks, and meet deadlines consistently. An ability to multitask and work under pressure is desired.  

• Fluency in both Arabic and English is required.