Operations Assistant – Expertise France Retour vers les opportunités

Position : Operations Assistant

Reporting Line : Project Coordinator (EF)

Country or Region: Tunis (Tunisia)

Duration: 8 months – September 2021 to December 2021_ Renewable

Project reference 15SSE0C048 _ CT MENA

Project description :

The present project financed under the Instrument contributing to Stability and Peace, will aim at supporting the MENA region in building up criminal justice systems, which can cooperate regionally and internationally to ensure the security of their citizens in compliance with international law, human rights and the rule of law. 

We are looking for an assistant who meet the following criteria:

Description du poste / Job description 

Under the supervision of the project coordinator (Expertise France) and the operations manager, the operations assistant will bring operations support to the key experts, as well as short term experts, in the activity implementation (from the preparation to the closure), through:

– Prepare, organize  event logistics for all project activities (booking rooms, training materials, interpreters, meals, preparation of the conference rooms, distribution of goodies etc. ….) in close coordination with the operations manager and EF Tunis (procurement unit) ;

– Manage flight booking for the overall project ;

– Assist the team involved in the project for any problems resulting from working in a foreign country including interpretation/translation facilities;

– Ensure day to day logistic support and follow up on site (if needed), in liaison with the operations manager, project coordinator, EF Tunis & external suppliers ;

– Ensure proper record management by uploading and completing the project archives (online and paper versions) linked to the activities (services provider quotations and invoices, list of participants, presentations made during activities, reporting, event forms, boarding passes…);

– Ensure rapid and quality follow-up of completed activities in close relation with EF Tunis (accounts unit);

– Any administrative task that may be required which is related to the performance of the project activities.

Expected Results

Operations & Quality management:

• Successful completion of logistics aspects related to project activities ;  
• Efficient and rapid travel booking facilities; 
• Collect & Record project information and evidence needed for finance & audit (EF Tunis & HQ).

Deliverables

Monthly reporting:

•  A monthly state of art for planned activities, including all tasks performed to be submitted to the project coordinator. 

Activity reporting : 

• Collection of activity documentation for reporting and audit purposes : 
  • Quotations, invoices, conventions, purchase orders
  • Photos 
  • Boarding passes 
  • Feedback form 
  • Agenda 
  • List of attendance 

Record management (paper and online via WIMI ) : regular updates