Administrative Assistant, Tunisia

ORGANISATIONAL CONTEXT

The International Development Law Organization (IDLO) enables governments, empowers people, and strengthens institutions to realise justice and promote peace and sustainable development. IDLO is the only global intergovernmental organisation exclusively devoted to promoting the rule of law and access to justice.

With its headquarters in Rome, Italy, a Branch Office in The Hague, Permanent Observer Missions to the United Nations in New York and Geneva, and 18 Country Offices across the globe, IDLO carries out policy advocacy, research, and the rule of law and justice programmes, operating in every region of the world. 

THE POSITION

Under the direct supervision of the Finance and Admin Officer, the Administrative Assistant also provides day-to-day administrative and logistical support to the Tunisia Country Office (TCO) in order to ensure smooth operations in the Programs Department and Tunisia Country Office in general.

Primary Functions

Logistics

• Support in day-to-day administrative, logistics and coordination support to the Programmes Department.
• Provide administrative support to the organisation of conferences, workshops and other events. This includes venue set-up, transport facilitation, banners, and preparing materials for meetings such as agendas, handouts, and binders.
• Coordination of audio-visual documentation of meetings, including taking official photos of events for IDLO records

Facilities

• Support general office maintenance and ensure all office equipment and facilities are well maintained and accessible per maintenance schedules.
• Coordinate essential central services such as couriers, cleaning services, and waste disposal for the office.
• Oversee the replacement and disposal of old equipment, ensuring appropriate authorisation.
• Coordinate issuance of staff IDs in liaison with HQ/Regional Security Officer

Admin Support

• Maintain an up-date office inventory list, keep a register of assets movement into and out of the office and ensure all assets are always marked and insured as per the IDLO insurance policy
• Act as a focal point to facilitate work permits for international staff in the Tunisia office
• Coordinate issuance of business cards for new staff and, upon request
• Oversee the handling and distribution of incoming and outgoing mail
• Assist with information management coordinating, maintaining, and updating office records

Utility and Bank Agency

•  Act as a bank agent and provide banking services as instructed by the Finance and Admin Officer
•  Access the utility bills promptly and submit the Finance and Admin Officer on a timely basis for processing payments

IDEAL CANDIDATE PROFILE

Education and Experience

• A High School diploma or; University degree would be an added advantage
• 1-3 years of relevant experience providing administrative support to projects/programmes. 
• Experience working in an international context is highly desired. 

Languages

• Fluency in Arabic and English is required. Working knowledge of French is required.

Knowledge, Skills, and Abilities

• Strong organisational skills with the ability to multi-task 
• Good knowledge of Microsoft Word, Excel, and PowerPoint. Proficient use of other ICT and internet software; 
• Excellent written and verbal communication skills;
• Excellent time management skills and the ability to prioritise work
• Attention to detail and problem-solving skills
• Proven ability to develop and foster working relationships across a globally based organisation.
• Works well with others and actively participates. Shares information contributes, encourages, and motivates others to participate in team activities. Provides constructive feedback and willingly helps others. Contributes to a fair environment that fosters collaboration and cooperation.  Works effectively across and within IDLO organisational boundaries;
• Proven ability to see through tasks set and deliver results. The ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit;
• Ability and willingness to travel to field locations, if necessary;
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate. Self-motivated and dynamic with a desire and ability to use initiative to assist the organisation in achieving its objectives.

TERMS AND CONDITIONS

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and funding availability.

In addition, IDLO shall offer a yearly basic salary of USD 9,048, medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorisation permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates. 

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

DISCLAIMER AND CLOSING DATE 

The above statements are intended to describe the general nature and level of the work being performed by the employee assigned to this work. This is not an exhaustive list of all duties and responsibilities. 

The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the recruitment to meet business and organisational needs as necessary.

All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.

In the interest of making the most effective use of resources, only the short-listed candidates will be contacted during the selection process.

Application deadline: 10 AUGUST 2022 (23:59hrs Rome Time).