Job Announcement

Job Announcement

Administrative Assistant

The Heinrich Böll Foundation (HBS), a German non-profit organization seeking to promote democracy, civil society, equality and environmental justice is offering the following position for its Tunisia - Tunis office

Under the guidance of the Financial and Admin Coordinator, the Administrative Assistant will be responsible for managing the HBS Tunisia – Tunis office, in accordance with HBS internal rules and regulation.

Tasks and Responsibilities:

  • General point of contact for the office (where applicable, relay to the responsible employee)
  • Manage the incoming and outgoing e-mails, post mail, faxes, documents, invoices etc.: Receive, sort, answer or forward as required according to the priorities
  • Update and maintain address databases and prepare clusters for mailing lists, contact lists (partners, suppliers etc.) and HBS templates.
  • Draft or translate (English/French to Arabic and vice versa) messages and letters.
  • Prepare agenda and take minutes of staff meetings. Draft memos and letters and facilitate translation of relevant documents in Arabic, English and French.
  • Maintain office filing systems both electronically and on paper with respect of HBS electronic filing structure.
  • Organize travel arrangements for staff and visitors’ missions: support for preparation of visiting program (appointments and meetings) organize the transport of the visitors, manage the reservations of hotels and booking/purchase of flight tickets
  • Coordinate and facilitate internal and external events & meetings including pre-event preparation, liaising with participants/guests, finding venues, catering and logistical arrangements with respect of the allocated budget.
  • Ensure the smooth day-to-day administrative function of the office, monitor and maintain office supplies, keep proper storage of office equipment, ensure their maintenance and manage service and supplier contracts/relationships.
  • Petty cash Management: cash transactions, maintain cashbook records, file receipts & vouchers and periodical reconciliation.
  • Ensure Photocopying and binding on need.
  • Perform any other work related duties and responsibilities that may be assigned by the line manager.

Profile:

  • University diploma in management or equivalent required.
  • Demonstrated work experience as office manager/ administrative assistant with an international organization/ NGO or in the private sector.
  • Strong MS Office skills including Word, Excel, PowerPoint…
  • Fluency in Arabic, French and English. Fluency in German is an asset.
  • A proven ability to prioritize, plan, organize work and meet deadlines in a busy environment.
  • Problem solving skills, ability to multi-tasking, team oriented and able to work independently.
  • Proven willingness and ability to work flexibly in response to changing organizational requirements.

 

The contract of employment will be based on local labor laws in Tunisia.

Please send a motivation letter in English and detailed curriculum vitae to: info@tn.boell.org  Applications should be received by July 21st 2019, midnight Tunis time. Only candidates who are seriously considered will be contacted.

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