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Program Assistant (PA)

Program Scope: MENA (Tunisia, Lebanon & Jordan)

Location: Tunis, Tunisia

Hours per week:  32-36 hours per week (4 or 4.5 days)

Start date: 5 February 2024

Deadline: 17 January 2024

JOB CONTEXT

Hivos is an international development organization guided by humanist values. Together with citizens and their organizations, we aim to contribute towards just, inclusive and life sustaining societies where people have equal access to opportunities, rights and resources. We work in partnership with others in the Middle East, Africa, Asia and Latin America on three impact areas: Civic Rights in a Digital Age; Gender Equality, Diversity and Inclusion, and Climate Justice. Our approach is solution driven, and we build wider movements for change by amplifying and connecting voices.

In the MENA region, Hivos’ largest portfolio falls under the climate justice impact area.   For more information about Hivos’ strategy and impact areas, refer to the following link: https://hivos.org/document/strategic-compass-2021-2024-concise-version/

Among the projects Hivos is implementing is a 4-year, EU Funded AfriFOODlinks project working with 35 partners and 65 cities, focusing on 5 African ‘hub’ cities, of which Tunis is one. AfriFOODlinks will support learning and sharing of experiences among these cities on Food Systems Transformation.

AfriFOODlinks aims to create a conducive environment for improving food security and urban sustainability in African cities. It aims to do this by:

• Transforming urban food environments, and promoting public shifts to sustainable healthy diets;
• Promoting inclusive multi-actor governance to empower public officials, established and informal small businesses, communities, youth and women with ownership and agency to shape their food systems; and
• Accelerating innovative, women- and youth-led agri-food businesses to support local value addition and inclusive economic participation.

The Program Assistant will work with several program teams in the delivery of project activities and partner engagement in Tunisia, Lebanon & Jordan. Specifically under one of the programs (AfriFOODlinks), the PA is expected to closely liaise with partners (co-applicants, affiliates, municipalities and other collaborators) in the 4 other hub and 10 other learning cities across Africa.

The primary role of the Program Assistant will be to undertake operational and administrative tasks to ensure smooth implementation and support for several projects, according to the requirements and procedures of Hivos.

Given the nature of some of the programs, this will require an interest in, and if possible, also expertise on climate issues including urban food policy and governance, as well as in linking food to other issues, such as climate change, to urban planning, and to supply chain management.

RESPONSIBILITIES

• Networking: support teams in the establishment and maintenance of good relationships with stakeholders (civil society, government, private sector, development partners and media) and with program consortium members.
• Partner engagement: ensure timely & high-quality reporting of partners.
• Capacity building: support developing training of national partner(s) to improve program delivery and enhanced local ownership.
• Research and Learning: support data gathering and product development.
• Program & budget management & compliance: support regular review and monitoring of project progress against approved milestones & budget in line with Hivos and donor procedures.
• Reporting; Gather technical and financial reports submitted by partners/consultants, and support consolidation and reporting to donors, Hivos and other stakeholders.
• Operations and Logistics, including procurement:
• • Maintains logistical and administrative activities and corresponding systems for internal and external communication, fulfills information requirements.
  • Organizes and keeps track & minutes of meetings, maintains, and applies department agenda and planning, organizes periodic and one-off events, monitors reporting schedules & requirements.
  • Performs a variety of logistics tasks such as organizing travel and events.
  • With guidance from HR & Operations Coordinator, supports teams in procuring of goods & services such as consultancies, flights, accommodation, and conference based on approved terms of reference by Program/Project Managers.

• Program Administrative Support:
  • Processes Information: in charge of entering program-related financial and other data into standard systems.
  • Manages the documentation (financial, administrative, and technical), archiving and distribution of documents in the next cloud platform, as well as the follow-up on the updates of the subprojects and respective documentation in the Hivos project management system (All Solutions).
  • Provides administrative support as needed in implementation, monitoring, and evaluation, in collaboration with teams.
  • Creates documents e.g. invoices, reports, memos, letters etc. using word processing, spreadsheet, database and/or other presentation using Microsoft Office.
  • Assists in preparing & disseminating contracts & annexes to partners & consultants
  • May conduct research, compile data and prepare papers for consideration and presentation
  • Supports teams in regard to grants program monitoring, evaluation and learning to shape funding priorities and inform capacity strengthening opportunities.
  • Ensures timely communication and support with partners, consultants & external facilitators, including follow-up on agreed deliverables and payments.
  • Ensures all relevant documents and correspondence are filed properly and in a timely manner

• Other: be an active member of the Tunisia & larger MENA team and provide support to the Tunisia set-up and operations as required. This includes participating in all MENA-related & global meetings & events. Additionally, perform any other duties as assigned by Regional Director.

REQUIREMENTS

This is a local position for legal residents of Tunisia:

• Bachelor’s degree or equivalent in a relevant field, such as development studies, (urban) food system, agriculture, urban planning, or another relevant field.
• At least 3 years of administrative and logistics experience, preferably with an international organization.
• Experience in donor & program compliance, and budget management (with EU is an asset).
• A keen understanding of country political and social dynamics; analytical and conceptual skills, and ability to translate these into relevant and timely actions.
• Verbal and written fluency in English, Arabic and French mandatory.
• Strong advantage: understanding of multi-stakeholder platforms, and concepts of participation versus consultation, strengthening multi-stakeholder governance (preferably in an urban context).
• Strong advantage: experience working on climate issues, or food-related advocacy and influencing strategies, including relationship between climate change & food, energy & water.
• Strong advantage: experience in using monitoring & evaluation plans and indicators
• Strong advantage: experience in the wider MENA region or African continent
• Mandatory behavior skills: open & transparent; high integrity; collaborative, positive attitude, team player.
• Mandatory job skills: highly structured and organized; multi-tasker; able to meet deadlines; ability to prioritize competing priorities; strong communication; flexible; and ability to manage heavy workload and stress.
• Strong advantage skills: networking, relationship building and negotiation.
• Legally have the right to work in Tunisia without any support from Hivos (at the time of application deadline).

What we offer:

We offer a stimulating work environment in a professional international organization with very dedicated staff.  We offer a one-year national contract based on Hivos local labor conditions, with a remuneration commensurate with the experience and expertise. Contract renewable depending on performance.

WANT TO APPLY

Interested candidates are encouraged to apply as early as possible. You must submit both a letter of motivation/cover letter (maximum 1 page) and resume/CV (maximum 3 pages) in English.  Candidates are highly encouraged to provide a clear track record in their CV and description in cover letter that matches the requirements of the position as above.

Hivos reserves the right to close the position as soon as a suitable candidate is identified.

Specific Employment Conditions for this vacancy:

Until the conclusion of Hivos’ registration as an international NGO in Tunisia, this position will be hosted at Al Bawsala, a Tunisian non-profit association. A local contract will be offered to the employee under Al Bawsala.