Oxfam recrute un Administration and Logistics Officer عودة إلى الفرص

Oxfam is committed to ridding the world of poverty and injustice. We have a conviction that people are capable of building a livelihood without poverty on their own, once given the chance to do so. Which is why we support local projects in developing countries, why we lobby governments and companies to take into account the interests of the poorest people, and why we campaign to involve citizens in our work. We work together with other Oxfam affiliates to increase our impact on development and humanitarian work.

Oxfam’s vision for Tunisia is that citizens, especially women and youth, are active to reduce gender and socio-economic inequalities in a framework of rule of law and an accountable state. The strategy focuses on gender justice, governance of socio-economic policies and civil society space, and economic justice.

Oxfam is looking for an “Administration and Logistics Officer”

Job Purpose

Provide excellent logistic and administrative support to the whole country program for high impact performance and success of program implementation.

Post conditions

• Type of contract: Fixed term contract (1 year)
• Contract Duration: One year renewable
• Working hours: Full time (40hours/week)
• Location: Based in Tunis, Tunisia
• Salary & Conditions: According to Oxfam Salary scale and HR policy and conditions in Tunisia
• Reporting line: Business Support Manager
• Staff reporting to this post: Logistics Assistant, Cleaner
• Internal Job Grading: D2
• Starting date: 1st of November

Key Responsibilities and Accountabilities

General Administration (60%)

• 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 all correspondence and endorsing all external letters, certificates, credentials, invitations, etc.
• Coordinate and support for external meetings or events: making appointments, coordinate meetings, supervise logistic,etc.
• Liaise with government institutions for singing or renewal of agreements, MoU, Collaborative Agreement, Tax Exemption Approval; support Letter from line ministries, etc.
• Ensure that the Welcome pack, Security management plan, maps, emergency contact list, etc. are sent to relevant stakeholders and visitors on time and effectively.
• Manage the cleaning services and the building periodic maintenance and repairs, when applicable.
• Improve and maintain the filing system and file all general correspondence related to administration and ensure that office records are kept up to date.
• Maintain the office calendar of appointments and events.
• Arrange office meetings for Oxfam Staff.
• Facilitate in-country registration, visa acquisition and issuing/extension of resident cards and work permits for expat staff.
• Arrange and monitor the administrative processes of the Program and externally funded projects, in line with Oxfam procedures and back donor requirements.
• Prepare, in the framework of the project cycle of Oxfam or requirements of the back donors, documentation and correspondence such as approvals, contracts, and letters of transfer, reminders and letters of rejection.
• 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 replenishments are made on due time, on the first day of the month, and when needed.

Logistics 40%

• Organize Oxfam events, including staff retreats, team events, partner workshops, etc.
• 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 Oxfam and/or donor procurement procedures. It includes, among others, and with the support of the Logistics Assistant, 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.
• Ensure Oxfam Procurements are in compliance with Oxfam’ s procedures and donors’ requirements
• Book air tickets and arrange staff travels. Support office logistics for stationery, food and beverage as required by the office.
• Arrange for the execution of all office running costs.
• In coordination with the Logistics Assistant and visitors, handle logistical arrangements for visits (find and book suitable venue if required, flight bookings, hotel reservation, and visarequirements)
• Keep an up-to-date monitoring sheet for loaning of office equipment, subscriptions, etc and ensures that all office equipment are well maintained.