Admin Assistant

IT & Network
Tunisia 🇹🇳
October 2, 2023
Full Time

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Job Description

Middle East and North Africa Regional Support Activity (MENARS) Overview

Under SWIFT 5-Support IDIQ No. 7200AA20D00003 TO No. 7200AA21F00002, The Kaizen Company (Kaizen) implements the USAID/OTI Middle East and North Africa Regional Support Program. Under this task order, Kaizen will provide support to the OTI Middle East Team’s portfolio. To accomplish this task order, Kaizen will work closely with OTI to respond to the needs and requests of the OTI MENA team. OTI MENA Regional Support program will focus on providing operational and programmatic assistance to USAID/OTI MENA to support stabilization and peacebuilding efforts in the region. Kaizen will support USAID/OTI through efforts to establish and manage a flexible, responsive mechanism that will strengthen USAID/OTI’s Middle East Team’s program portfolio in conflict-affected areas in the Middle East and North Africa.

Responsibilities and Tasks

The Administrative Assistant will be responsible for ensuring that all MENARS administrative systems are complete and functioning. The incumbent is also expected to identify and initiate administrative improvements throughout the life of the program. The position’s principal functions include preparing administrative documentation; providing general Human Resource (HR) support; providing administrative support to the Senior Regional Advisor (SRA), Task Order Manager (TOM), and PMU staff; assisting the team in drafting letters and memos in Arabic or French for local ministries and office correspondence; making local travel arrangements; receiving and distributing incoming mail; and other duties as assigned.

Specific Tasks of the Consultant

Under this Scope of Work, the Consultant shall perform, but not be limited to, the specific tasks specified under the following categories:

  • Registration and legal obligations:
    • Coordinate with Kaizen’s legal representative and the TOM to collect and maintain all documentation related to the firm’s continued registration in Tunisia.
    • Coordinate with Kaizen’s local Tax firm to ensure tax obligations are up to date and liaise between the home office and Tax firm as required.
  • Travel and Visas:
    • Assist with obtaining visas for temporary visiting staff and applying for residency permits for long-term employees
    • Support SRA in her travel logistics as requested.
  • Bank account:
    • Liaise with Tax Firm and local bank as needed to provide requested documentation to maintain a project bank account.
  • Office Space:
    • Assist the SRA with identifying a shared or independent office space (as deemed by the home office) for the project in Tunis, as needed.
    • Support office space maintenance and upkeep, including arranging routine maintenance and repairs as needed.
  • Local Purchases: Assist with conducting the vendor search, identify locally accredited providers, and help purchase office supplies and equipment. Support SRA in making reoccurring payments to service providers (phone, internet, etc.)
  • HR support: In coordination with the Tax Firm, support documentation requirements of the pension fund and social security in Tunisia
  • Filing and Administrative support: Assist SRA with documentation and filing as needed, including reimbursement requests, required legal paperwork related to the residency or work permit, etc.
  • The Admin Assistant will work from their home but will need to travel to SRA’s office and tax and accounting firms, and legal counsel’s office for any required in-person tasks.
  • AOT: Any other administrative tasks assigned by the supervisor.

Required Reporting

  1. Weekly check-ins with the SRA detailing 1) what has been accomplished in the preceding week, 2) what is on the agenda for the week to come, and 3) what is needed from other parties to advance outstanding items.
  2. Final handover and report-out to SRA and PMU with a comprehensive and detailed list of all critical data to ensure a smooth transition of operations to long-term project management.

Qualifications

Education: A minimum of College/University studies in administration or a related field is required.

Prior Work Experience: At least three years of administrative experience at a donor, embassy or international organization is required. Two years of procurement or Human Resource related experience. Knowledge of file and records management and word processing is required. Preferred work experience with USAID implementing partners.

Language Proficiency: Fluent in English, Arabic, and French.

Knowledge: Knowledge of standard international procurement processes or HR processes. The potential to acquire a general knowledge of U.S. Government policies, procedures, and documentation related to development assistance is essential.

Skills and Abilities: An ability to plan, manage, prioritize, and complete tasks. The skills to operate effectively in a high-paced, high-pressure environment. The ability to establish and maintain administrative support for the SRA. The incumbent should also be self-motivated, well-organized, energetic, congenial, and capable of working effectively and collaboratively in a team-based environment.

The deadline to apply for this position is May 2nd, 2023.

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