Under the guidance of the Financial and Admin Coordinator, the Administrative Assistant will be responsible for managing the hbs North Africa – Tunis office, in accordance with hbs internal rules and regulations.

Tasks and Responsibilities:

• General point of contact for the office (where applicable, relay to the responsible employee)
• Manage the incoming and outgoing e-mails, post mail, faxes, documents, invoices etc.: Receive, sort, answer or forward as required according to the priorities
• Update and maintain address databases and prepare clusters for mailing lists, contact lists (partners, suppliers etc.) and hbs templates.
• Draft or translate (English/French to Arabic and vice versa) messages and letters.
• Prepare agenda and take minutes of staff meetings. Draft memos and letters and facilitate translation of relevant documents in Arabic, English and French.
• Maintain office filing systems both electronically and on paper with respect of HBS electronic filing structure.
   
• Organize travel arrangements for staff and visitors’ missions: support for preparation of visiting program (appointments and meetings) organize the transport of the visitors, manage the reservations of hotels and purchase of flight tickets
• Coordinate and facilitate internal and external events & meetings including pre-event preparation, liaising with participants/guests, finding venues, catering and logistical arrangements with respect of the allocated budget.
   
• Ensure the smooth day-to-day administrative function of the office, monitor and maintain office supplies, keep proper storage of office equipment, ensure their maintenance and manage service and supplier contracts/relationships.
   
• Petty cash Management: cash transactions, maintain cashbook records, file receipts & vouchers and periodical reconciliation.
• Ensure Photocopying and binding on need.
• Perform any other work related duties and responsibilities that may be assigned by the line manager.

Profile:

• University diploma in management or equivalent required.
• Demonstrated work experience as office manager/ administrative assistant with an international organization/ NGO or in the private sector.
• Strong MS Office skills including Word, Excel, PowerPoint +.
• Fluency in Arabic, French and English. Fluency in German is an asset.
• A proven ability to prioritise, plan, organise work and meet deadlines in a busy environment.
• Problem solving skills, ability to multi-tasking, team oriented and able to work independently.
• Proven willingness and ability to work flexibly in response to changing organizational requirements.
   

The contract of employment will be based on local labor laws in Tunisia.

Please send a motivation letter in English and detailed curriculum vitae to:

 [email protected] 

 Applications should be received by 28th October 2018, midnight in Tunis. Only candidates who are seriously considered will be contacted.