Logistics and Administrative Officer, Tunis

The Institute for Democracy and Electoral Assistance (International IDEA) has been providing support to Tunisia’s constitutional process since 2011.  Since the 2014 constitution entered into force, International IDEA has been focusing much of its efforts to assist Tunisia’s state institutions, legal profession and civil society to implement Article 49, and in particular to bring their practices into line with the principle of proportionality, which is provided for under Article 49.  Starting in March 2019, International IDEA will be intensifying its efforts in that regard, in particular by implementing a two year project (the “Project”) that is specifically dedicated to promoting a deeper awareness of how the 2014 Constitution in general and Article 49 in particular change the framework for the protection of fundamental rights.

International IDEA is seeking to recruit a Logistics and Administrative Officer to provide the necessary administrative and logistical support for the project, co-ordinate events, assist with the preparation of documents and maintain records and files for the Tunis Office.

Duties and Responsibilities  

• Fully manages the organization and coordinates logistical arrangements for meetings, conferences and workshops (obtaining quotes and booking venues, liaising with attendees, organizing travel, securing visas, etc.); Assists with the preparation of meeting materials and follow-up production of documents;
• Organizes staff travel including cost control, travel advances, mission proposals, travel claims and other associated issues; when applicable, assists external consultants and participants;
• Initiates or assists with procurement of supplies, goods, and service providers (including consultants) and events in line with International IDEA procurement policy under the supervision of the Senior Finance and Administration Officer;
• Supports the publications process including translations, editing, layout and printing;
• Maintains the database of all partners, Member State contacts and participants invited to the project events;
• Maintains an inventory of office assets and publications related to the project;
• Assists in clearing items through customs as necessary;
• Assists with the registration of internal/external communications and institutional documents;
• Coordinates the visibility of the project on social media outlets for AWA and International IDEA’s website;
• Understands and maintains clear and efficient field office administrative and procurement procedures;
• Ensures the timely provision of administrative and logistics services to program staff, consultants and support team;
• Coordinates and manages effective information management systems, including filing (electronic and hard copy), library resources, guidelines, policies, databases and correspondence;
• Ensures effective management of all contracts, agreements, MOUs and other legal documents of the office as requested.

General Profile

• Has developed knowledge and skills through formal training or work experience;
• Adds value to team-based activities in his/her unit; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Integrates a gender and diversity perspective in all activities.

Reporting Line

• Tunis Programme Manager

Functional Knowledge

• Has established demonstrated skills to perform a range of day-to-day activities.

Operational Knowledge, skills and experience

• Understands how the assigned duties relate to others in the team and how the team integrates with others throughout the organization;
• Illustrates integrity, a collaborative spirit, a sense of achievement, and an understanding of risk management.

Leadership

• No direct management responsibility.

Problem Solving

• Recognizes and solves typical problems that can occur in own work area; evaluates and selects solutions from established options.

Impact

• Has an impact on the programme development and delivery through the quality of the services or information provided.

Communication and Interpersonal Skills

• Liaises regularly with all internal and external stakeholders involved in his/her projects;
• Excellent professional communication skills, both verbal and written in Arabic, English and French.
• Strong organizational skills, methodological and logical approach to tasks and problem solving;
• Good presentation, facilitation and note-taking skills;
• Ability to organize, analyze and synthesize large amounts of information and tasks;
• Sound knowledge of Microsoft Office applications.

Education and Experience

• High school diploma and preferably business and/or secretarial education; University degree is considered an advantage;
• Minimum of five (5) years of work experience in Administration, Logistics and/or Business;
• Experience in working in an international context is considered an advantage;
• Experience in networking and communicating with different stakeholders such as government, UN, NGOs and other organizations is considered an advantage.

Terms of Contract

• Local Post. Fixed-term appointment until 28th February 2021.
• Salary € 987 GROSS per month.

Please note as this is a local post, International IDEA will bear no costs relating to relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Tunisia.

Applying for this position

• Applications should be submitted no later than 24:00 (CET) 04^th March 2020. Please note that all applications must be made in English.
• Please apply directly by pressing the Send Application button.

International IDEA is an equal opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.