The National Democratic Institute (NDI) is seeking a qualified candidate for the full time position of Administration & Operations Assistant in its Tripoli office. This position will be responsible for supporting general office administration & Operations
Primary Responsibilities
- Support the Finance & Administrative officer to insure the administration is functioning properly;
- Assist F&A Officer to draft and/or complete all supporting financial documentation from staff, vendors, and contractors for exactness and authenticity in support of the financial reconciliation process;
- Ensure staff timesheets are completed appropriately by all national staff and collected on a monthly basis and reviewing them for accuracy;
- Assist F&A Office to facilitate calculating any outstanding annual leave and severance payments;
- Ensure appropriate filing and safe keeping of finance, HR and administrative documentation;
- Provide additional logistical and administrative support as necessary; and
- Other duties as needed and assigned.
- Insure offices and equipment are in proper order to support program personnel and visitors.
- Facilitate procurement and inventory of NDI property in coordination with Administration and Program Team.
- Facilitate the hiring of local contractors as needed, including contract management.
- Maintain proper administration and accounting records relating to operations.
- Facilitate logistics and arrangements with vendors for program conferences and events.
- Coordinate travel and movement of NDI staff and visitors, including flight bookings, vehicle movements and hotel accommodations.
- Liaise with necessary government ministries and authorities.
- Facilitate and track shipment of NDI property and materials.
- Adhere to NDI’s security policies and ensure that security plans, procedures, and guidelines are being followed.
- In coordination with senior managers, respond to incidents/emergencies as they occur.
Required Skills and Qualifications
- Diploma in Accounting or Finance or business administration.
- Minimum of 3 years work experience in office administration, managing logistics, Prior work with an NGO or International organization is a plus.
- Excellent computer skills;
- Strong attention to detail
- Flexible, diligent and team-oriented;
- Practical knowledge of equipment and procedures required for effective management of operations
- Practical knowledge of vendors and partners necessary to support operations in Tripoli and preferably throughout areas of Libya.
- Practical IT experience in maintaining computers and printers is a plus.
- Good command of written and spoken English.
- Possess maturity, good judgment, and tact to interact with other team members and partners effectively.
- Capacity to work independently and as a member of a team, meets deadlines, and manages multiple tasks in a fast paced environment.
Comments
Qualified persons are invited to submit a CV, cover letter, and list of three references by e-mail to libya@ndi.org, with “Administration & Operations Assistant” in the subject line.
NDI is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, marital status or any other characteristic protected by law.
Only short-listed applicants will be contacted.
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