Administration Technical Officer

Contract

This is a Professional contract, Grade 6 (NRC) contract. More about Professional contract, Grade 6 (NRC) contracts.

This position is based in our Tunis, Tunisia office.

1. Role and responsibilities

The purpose of the Admin Technical Officer position is day to day implementation of the support functions responsibilities. Use actions words such as ensure, implement or assist for the position relevant responsibilities.

Generic responsibilities

This role will be split as follows Admin 50%, Logistics 30%, and HR 20%.

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. Ensure proper filing of documents
5. Promote and share ideas for improvement of the support function
6. Ensure that all procurement processes are in compliance with Logistics Handbook, other NRC policies and door requirements
7. Actively promote PSEA (Protection from Sexual Exploitation and Abuse) standards & principles within NRC and amongst beneficiaries served by NRC.

Specific responsibilities This section shall be revised whenever a new employee is hired or the context changes significantly.

Admin (50%)

• Responsible for general office administration management and implementing of office policies, ensuring NRC offices and accommodation protocols are adhered to
• Liaising with relevant authorities in consultation with HR and Admin Manager and Head of Support
• Managing of processes for visas, work permits and residencies for international staff and visitors in Tunisia
• Processing visa telexes for Libya based staff and visitors
• Overall responsibility to ensure NRC visitors and consultants travel, accommodation (arranging guest house or booking hotels) and administration needs are met including transportation to and from the airport
• Managing of maintenance for the Tunis office including office equipment/furniture,
• Ensure adequate supply of stationery and office supplies
• Supervision and management of service staff
• Supervising the service staff to provide Tea, Coffee and water service for large workshops and meetings
• Responsible for maintenance of the Tunis guesthouses, guesthouse equipment and supplies
• Responsible for the liaison with landlords on matters related to the lease agreements of international staff accommodation and offices
• Responsible for tracking International staff leases and payments and submitting to Finance in a timely manner
• Responsible for review and tracking of international staff bills related to utilities covered by NRC and submitting to Finance in a timely manner

Logistics (30%)

• Register and/or prepare purchase requisitions, quotations and purchase orders and update monthly reports
• Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment.
• Receive supplies and ensure that they are in good condition and accompanied with correct documents
• Manage and track the assets in Tunis as per the regulations of assets’ management in the logistics handbook
• Ensure that logistics archives are in use and maintained according to the NRC regulations (both hard and soft copies)
• Support the Logistics Manager in any other tasks as required

HR (20%)

• Responsible for advertising Tunis based national positions, assisting in long listing and arranging tests and interviews
• Coordinate staff inductions, trainings, staff benefits schemes for Tunis based staff and off boarding processes.
• Responsible for ensuring all Tunisian based staff details are up to date and correct on the PEOPLE system
• Ensure that Tunis staff records in the Country Office are up to date and filed appropriately
• Responsible for inducting International Tunis based staff on SOPs and ensure that they understand and are aware of their benefits and SOPs are applied correctly.
• Assist the HR Manager in the arranging of recruitments and HR administrative issues inside Libya as required.
• Support on Interviews for Libyan national staff as required.

Critical interfaces

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

• Area Support Coordinators
• Logistics Department
• Finance Department
• HR Department
• International Staff (regarding benefits)

Scale and scope of position

Staff:

Service Staff

Stakeholders:

Tunisian government residencies and visa. Libyan embassy.

Budgets:

n/a

Information:

Unit 4, People

Legal or compliance:

Relevant Tunisian and Libyan laws

2. 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

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• Experience from working as a Support Officer in a humanitarian/recovery context

• Previous experience from working in complex and volatile contexts

• Documented results related to the position’s responsibilities

• Fluency in English, both written and verbal

• Fluency in Arabic, both written and verbal

Context/ Specific skills, knowledge and experience:

• Advanced computer skills in Microsoft Office (MS Excel, Word, and Outlook)

• Strong communication and interpersonal skills

• Service minded, with strong organisational and planning skills

• Good cultural awareness and sensitivity

• Highly approachable, trustworthy and confidential

• Good diplomacy and negotiating skills

• Attention to detail, problem solving, excellent time management

• Fluency in French an advantage

2. Behavioural competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

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:

• The Job Description

• The Work and Development Plan

• The Mid-term/End-of-trial Period Performance Review Template

• The End-term Performance Review Template

• The NRC Competency Framework