Position:                                          Administration Officer

Reports to:                                     HR & Admin Team Leader

Supervision of:                               N/A

Duty station:                                  Tunis

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

1. Role and responsibilities

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 

Generic professional competencies: 

• 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
• Fluent both English and Arabic, written and spoken

Context/ Specific skills, knowledge and experience: 

• Bachelor’s Degree in Business Administration or related field with minimum 3 years’ of experience
• Good  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 details, problem solving skill, excellent time management skills

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:

• Handling insecure environments
• Planning and delivering results
• Working with people
• Analyzing
• Communicating with impact and respect
• Coping with change

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 Goals and Performance Plan
• The NRC Competency Framework