Programme Associate At International Commission of Jurists

RESPONSIBILITIES

Under the supervision of the Middle East and North Africa (MENA) Programme Director, the Programme Associate will hold the following responsibilities:

Logistics

• Assist in coordination and organization of ICJ activities in the MENA region including visa, travel and accommodation arrangements for staff, experts, partners and seminars’ participants;
• Coordinate with the interpreter, translator, printer and other supplier;
• Prepare with the FO the activity budget and ensure monitoring of the budget throughout the activity;
• Assist the MENA staff before, during and after the activity in any task related to its implementation.

Office Management

• Carry out office operations such as maintenance, mailing, shopping, supplies, equipment and errands;
• Manage the reception of visitors and perform secretarial functions. Handle incoming telephones, faxes and organize the use of post and courier services;
• Manage relationships with service providers;
• Act as focal point for all IT related issues, which includes liaising with IT support;
• Ensure the proper up-keep, maintenance and professional appearance of the office premises;
• Perform general administrative tasks.

Support in Accounting

• Book Accounting operations based on ICJ procedures in the accounts system;
• Assist in preparing accounting documents and forms;
• Store all accounting documents in an organized and systematic way;
• Administer all office payments/bills and administer the petty cash;
• Prepare Purchase Approval Forms (PAFs) by providing quotations from several service providers;
• Prepare Consultancy contracts;
• Prepare the payment of suppliers and consultants;
• Ensure that ICJ procedure are implemented and respected in all financial operations and transactions;
• Coordinate with the Finance Officer (FO) for the preparation of internal financial reports, budgets and other related matters;
• Provide technical support and advice to the project management on financial aspects.

Support in HR

• Assist the HR manager with recording employee details in the database and preparing the monthly salaries;
• Assist the PM in maintaining the vacations planning for the staff;
• Maintain staff leave records, process leave requests, coordinate submission of accurate monthly timesheets, prepare monthly leave reports;
• Coordinate the recruitment of staff and interns, including preparing Recruitment Approval Forms (RAFs), circulating vacancy announcements, preliminary sorting of resumes and arranging interviews;
• Prepare employment contracts;
• Support in the review of employment and working conditions to ensure legal compliance;
• Assist the management in the staff performance and evaluation processes;
• Coordinate visa and work permit process for Tunis office staff and interns;
• Keep the staff informed about the ICJ HR and related policies.

QUALIFICATIONS

The successful candidate will have:

Education & Experience

• A qualification in administration, finance or a related field or commensurate relevant practical experience;
• At least three years’ experience in administration, logistics or a related area of work experience with an NGO an advantage.

Computer Skills

• Advanced knowledge of Microsoft Office, spread sheet and word-processing programmes; Knowledge of Accounting software an asset.

Language Skills

• Fluency in Arabic and English (written and spoken) required, fluency in French desirable.

Other competences

• Strong organizational, planning and time-management skills;
• Good team player with excellent interpersonal and communication skills;
• Attention to detail and accuracy;
• Capacity to work under pressure and to adapt to changing priorities and needs;
• Commitment to human rights and the rule of law.The ICJ is an equal opportunities employer.