Administrative and Financial Officer

Main roles and responsibilities:

Financial and Narrative Reporting:

• Prepare monthly expenditure reports and periodic financial reports.
• Collect and organize supporting documents.
• Monitor the implementation of the LA Tunis annual budget.
• Prepare narrative reports in close cooperation with the LA Tunis team.
• Coordinate with the LA Tunis team to maintain adequate completion of  the monitoring and evaluation tools.
• Share monthly and periodic reports with the Deputy Executive Director and the Financial Manager at the Legal Agenda headquarter.
• Participate in designing projects in cooperation with the Deputy Executive Director at the Legal Agenda headquarter.
• Assist the executive office at the Legal Agenda headquarter and the administrative board in Tunisia in reaching out to new potential donors.

   

Projects Management and Implementation:

• Contribute to the coordination of the LA Tunis projects and activities based on detailed action plans.
• Follow up with the LA Tunis team to ensure that all activities are implemented according to the annual plan and  the project's plans.
• Organize public events planned by the LA Tunis (e.g., publications’ launching events, workshops, roundtables...) according to LA events’ organization protocol.
• Maintain up to date contact lists for the partners, consultants, NGOs, activists, media, etc…

Distribution Management:

• Lead on the distribution of LA Tunis  publications.
• Maintain an up to date distribution list for the Magazine issues and other publications

   

Financial Management:

• Manage cash and payments and ensure that all payments are timely released.
• Communicate with the bank and handle financial transactions
• Submit quarterly budget forecasts and transfer requests to the LA headquarter
• Coordinate with the financial auditor to prepare annual audit  reports
• Coordinate with the accounting office to pay due taxes and social security subscription fees

Human Resources Management:

• Maintain an up to date database for employees and consultants, and handle related documentation (e.g., starting date, employment contracts, consultancy agreements certificates...)
• Ensure the accuracy and validity of human resources records
• Ensure the implementation of effective personnel management (e.g., leaves, attendance...)

   

Procurement Management:

• Handle purchases in a cost-effective and transparent manner.
• Purchase office supplies and equipment and maintain appropriate inventory.
• Coordinate with suppliers and establish and maintain ethical and professional working relationships with them.
• Ensure that all required services and equipment are delivered on time.
• Maintain an up to date database for suppliers of regularly  purchased items.

   

Office Management:

• Ensure smooth running of the day to day operation .
• Receive and respond to  phone calls, messages, and emails as required.
• Communicate with respective authorities to secure office utilities (electricity, internet, water, ...)
• Communicate with government departments to complete official transactions
• Organize the archive and the branch library, and develop and maintain an updated inventory of the library assets and publications.

   

Job Requirements:

• Bachelor's degree in Business Administration, Law, Political Science or any related field of study
• S/he has at least five years of experience in project management, institutional work and NGOs  management.
• Fluent in English and Arabic and has good speaking, writing, and presentation skills.
• Proficiency in Microsoft including Word, Excel, outlook
• Knowledge of administrative procedures and file management.