Administration Officer Tunisia Tunis

The Administration Officer is responsible for implementing the Administration procedures, policies, and supporting the Country Office staff in their requests, in addition to supporting the field offices in the implementation and following up on the execution of the set administrative routines to ensure achievement of objectives.

Generic responsibilities (max 10)

1. Ensure adherence with NRC policies, tools, handbooks and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Promote and share ideas for improvement of the support function
5. General office administration management and implementing of office policies
6. Ensure that administration archives are in use and maintained according to the NRC regulations (both hard and soft copies)
7. Overall responsibility to ensure NRC visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport
8. Ensure proper filing of documents

    

   Specific responsibilities 

   These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. 

   • Ensure proper implementation of all existing procedures related to administration in Tunis country Office, including but not limited to regulations in-country terms and conditions for international staff, telephone usage policy and others.
   • Liaise with landlords on matters related to the lease agreements of offices, guest houses, and staff apartments. Coordinate with lease agents to support international staff to find adequate and moderate level housing and negotiate prices as needed. 
   • Oversee the process of liaising with property owners for NRC premises management and maintenance
   • Prepare and follow up on the schedule of payments and terminations/renewals (for all NRC premises, guest houses, staff houses, etc) as needed and ensure proper tracking.
   • Ensure maintaining a filing system for all administrative documents according to NRC Filing Tree both as hard and soft copies.
   • Follow up on the organization of shipments & couriers as needed locally and internationally.
   • Ensure timely processing of visas and other relevant permits for international staff and NRC visitors and maintain a follow up system for renewals.
   • Support the HR/Administration Manager to coordinate focal point role with external bodies, local authorities regarding NRC official documents (registration, authorizations, etc.) including renewal, Legal services & documents,
   • Support country office staff with support letters (bank letters, invitations, residency, etc).
   • Review and track expatriate staff bills related to utilities and other services that are covered by NRC.
   • Overall responsibility to ensure NRC visitors and consultants travel, accommodation and administration needs are met including transportation to and from the airport,
   • Transport and accommodation arrangements for visitors and staff, from booking to billing according to procedures and framework agreements in place,
   • Preparing welcome package for new visitors (accommodation, SIM card and phone, etc) 
   • Organising meetings and venues for general events (welcoming, staff leaving, honoring programme, staff meeting, etc.) or creative services (Team Building, Motivational, etc.)
   • Maybe called upon from time to time to handle HR administrative roles including filing, recruitment, drafting letters, tracking HR activities etc 

      

     Critical interfaces

     By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

     • Visitors to Tunisia office
     • All support departments, especially Finance, Logistics, and HR at AO level
     • NRC management 
     • Relevant authorities, ministries,
     • Travel Agents & Hotels in Tunisia etc
       1. Competencies  

          Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

          1. Professional competencies 

          📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

          ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

          Generic professional competencies: 

       2. Experience from working as Admin Officer for a minimum of 2 years
     • Experience from working in a humanitarian/recovery context preferable
   • Documented results related to the position’s responsibilities
9. Fluent both English and Arabic, written and spoken

   Context/ Specific skills, knowledge and experience: 

10. Bachelor’s Degree in Business Administration or related field with minimum 3 years’ of experience

2. Behavioural competencies 

 These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 6 behavioral competencies as follows: 

3. Performance Management 

 The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: