Operations Assistant – WWF Retour vers les opportunités

Position Title: Operations Assistant

Reports To: Operations Officer

Location: Tunis, Tunisia

Division & Department: Operations

Date: December 2023

Background : 

WWF is one of the world’s leading biodiversity conservation organizations; its mission is to halt the degradation of the planet’s natural environment and build a future in which humans live in harmony with nature. 

WWF began operating in Tunisia in 1994, and implements the WWF conservation program throughout the North African region to safeguard natural environments and the species that live in them, promote sustainable lifestyles, train decision-makers, support citizens in their efforts to reduce their ecological footprint, and contribute to the environmental education of young people.

I Major Duties and Responsibilities  

Under the direct supervision of the Operations Officer, the Operations Assistant will provide essential support to the WWF North Africa team, contributing to the smooth running of procurement and administrative activities. The role requires coordination with the Finance department and adherence to WWF Network standards and policies, as well as local legal requirements in Tunisia.

The Procurement Officer’s key roles and responsibilities include but are not limited to the following:  

• Planning and Reporting  

-Support the project managers/ technical teams and WWF NA staff to prepare and monitor procurement plans. 

-Ensure specific procurement related reports are timely submitted when required by WWF management or donors. 

-Provides information as required by auditors. 

-Promptly inform direct supervisor of any areas of concern of potential or suspected violations of -Procurement policies and procedures.  

• Procurement process coordination  

-Ensure effective facilitation of all bidding process for procurement packages as requested by Procurement policy includes (but not limited to) : Prepare, publish and distribute procurement opportunities; 

-Coordinate the receiving and opening of tender documents; Issue bidding documents to potential applicants; 

-Prepare and issue rejection, debriefing, award notification letters as required; 

-Maintain and safeguard procurement documents and records related to procurement process until contract award stage. 

-Coordinate and participate in procurement activities in line with WWF North Africa procurement policies and regulations. 

-Work closely with the program teams to provide proper support from procurement perspective in drafting TOR, bidding document, tender evaluation, to ensure compliance of procurement decisions. 

-Ensure due diligence is performed on participating bidders. 

-Develop and update online procurement tracking system and vendor lists of suppliers and consultants.  

-Assist in the procurement processes by coordinating with suppliers, preparing purchase orders, and ensuring timely delivery of goods and services.

-Help organize travel for WWF staff, including booking tickets and accommodations.

-Maintain updated lists of travel agencies, accommodation options, and suppliers.

-Keeping the database up to date (purchases, contracts, travels and others)

• Contracts and Administration:

-Assist in the preparation and administration of contracts for goods and services.

-Support the Operations Officer in ensuring that all contracts and agreements are compliant with organizational and legal standards.

• Financial and Administrative Assistance:

-Verify travel expenses and ensure they comply with internal procedures.

-Assist in tracking and monitoring administrative documents like contracts and invoices.

-Provide support during internal or external audits as required.

• Event and Meeting Coordination:

-Provide logistical support for the organization of events, workshops, meetings, and conferences, both domestically and internationally.

-Collaborate with Project Managers and teams to support the logistics of project-specific events.

6. General Support:

-Support the day-to-day implementation of financial and administrative duties.

-Contribute to the overall administrative functioning of the WWF North Africa office.

7. Others

-Perform other duties as required by the direct supervisor.  

II Knowledge, Experience, and Skills:

1 Education:

-Professional diploma/university diploma in economics, administration, or a related field.

Experience:

-Minimum of 2 years of relevant experience in an operations or administrative capacity.

-Experience in an international environment is an advantage.

Skills:

-Excellent communication and organizational skills.

-Fluency in English and Tunisian Arabic.

-Proficiency in computer applications such as MS Office (Word, Excel, Outlook, Internet).

-Ability to draft documents, prepare contracts, and articulate written materials effectively.

-Good interpersonal skills and the ability to work across different levels of the organization.

2 Competencies:

-A results-oriented individual with a keen eye for detail and accuracy.

-Maintains high personal integrity and confidentiality.

-Confident, proactive, with excellent cultural awareness and sensitivity.

-Ability to multitask, work under pressure, and meet deadlines while maintaining professional relationships amidst conflicting demands.

-Alignment with WWF’s core values: courage, collaboration, respect, and integrity.

-Exhibits WWF behaviors in working style: strive for impact, listen deeply, collaborate openly, and innovate fearlessly.

III Working Relationships:

Internal: Reports to the Operations Officer and liaises with the F&A Manager; engages with Finance/Administration units and other staff in WWF North Africa and other offices.

External: Coordinates with external service providers related to office infrastructure, logistics, staff travel, and meeting arrangements.

This job description outlines the main responsibilities and is intended to convey the nature of tasks anticipated from staff members. Additional tasks may be assigned as necessary according to organizational needs.