Operations Coordinator – Tunisia-IRI Retour vers les opportunités

Job Summary

Every employee of IRI is responsible for carrying out the Mission of IRI and demonstrating the Core Values in their day-to-day operations. The Core Values, which are IRI’s foundational building blocks include:  

Excellence– We believe in quality results delivered by investing in people. Freedom– We believe in exploration and experimentation to be agile and responsive. Respect- We believe in trust, empathy, and empowering people. Teamwork- We believe in diversity, inclusion, and the power of global collaboration. Transparency– We believe in open communication and clear decision-making. Accountability- We believe in personal responsibility as the foundation of success.

The Operations Coordinator will work to ensure that all logistics and administrative tasks in support of the Institute’s activities are implemented efficiently, timely and in line with the values of the organization. The Operations Coordinator reports to the RPD and works with the Finance Officer and all IRI Tunisia program staff, supporting events and activities as needed. S/he is expected to be cognizant of IRI’s accounting, administrative and procurement requirements, liaising with IRI’s Washington DC-based accounting and procurement staff as needed.

Primary Functions & Responsibilities

Office Administration

• Assist RPD with the management of all day-to-day operations of the office, including the functioning of office equipment, property maintenance, and office appearance.
• Maintain inventory and maintenance of office supplies and equipment and ensure proper usage and storage.
• Establish and maintain filing systems for the office including both electronic and hard copy files. Keep records and maintain program records, including office expenses.
• Maintain contact databases for IRI Tunisia vendors, contractors, implementing partners, relevant government agencies, key stakeholders and donor agencies as well as ensure that the contact information is current.
• Coordinate with IRI support staff, including the Office Driver(s) and Office Cleaner, to ensure efficient operations.
• Manage driver logs and safe operations of vehicles including regular inspections of vehicles and staff/driver briefings before trips in coordination with RPD.
• Handle petty cash requests and summaries for expenses and the relevant supporting documents.
• Maintain internal systems to track staff leave/benefit accrual and staff records in IRI’s accounting software.
• Manage the publication and updating of IRI’s internal manuals and procedures as needed. 
• In coordination with IRI’s Procurement team, manage the contracting of, and coordination with, IRI Tunisia’s vendors, including office maintenance, car rental, lodging and travel, among others.
• Support the completion of tasks with administrative/taxation government offices, banks and NGO registration bodies as assigned.
• Maintains an understanding of funder and IRI policies and procedures related to grant compliance and oversight.
• Works closely with the Finance Officer and serves as backstop for office finance and accounting needs.
• Performs other office administration duties as assigned. 

Events Logistics

• Provide logistical and administrative support for program meetings and special events, including regular large events outside of the office from preparation, to setup, to breakdown and reconciliations.
• Travel to and attend IRI activities as needed, supporting the organization and implementation of events as needed.
• Reconcile all program and travel expenses on time; keep detailed records of IRI expenditures based on IRI regulations and guidance from IRI HQ.
• Manage relationships with assigned vendors, relaying service requests and managing administrative workflow while liaising with IRI staff requesting services.
• Support bid collection for new solicitations and draft contract agreements as requested.
• Coordinate travel to Tunis for international experts and visiting IRI staff by booking travel, coordinating arrival documents, preparing schedules, and serving as the primary point of contact in coordination with the RPD.
• Perform other events logistics and coordination duties as assigned.

Position Requirements 

• Degree in accounting, finance, or related field. 
• Minimum of one year of professional experience in finance/accounting working for an INGO. 

• Demonstrated organizational and management experience including ability to work independently and as a member of a team to effectively meet program goals. 
• Experience working with United State Government (USG) funded projects and familiarity with USG regulations and processes preferred. 

• Strong organizational skills, execution of tasks, and attention to detail; ability to manage competing priorities and meet deadlines.
• Strong ability to initiate, foster and maintain relationships with stakeholders in a diverse and multicultural environment with sensitivity, respect, discretion, tact, and professionalism. 
• Experience organizing and managing the budget, logistics, and expense reconciliations of events and meetings.
• Excellent verbal and written communication skills and fluency in English and Arabic.
• Proficiency with Microsoft Office, including Word, Excel and Outlook.