Associé Administratif

The Associé Administratif will support the implementation of the governance portfolio in Tunisia by providing administrative, logistical, and financial support to ensure timely and effective delivery of activities. The role involves coordination with partners, organizing events, managing contracts, and supporting financial and project management tasks.

Responsibilities

• Support the implementation of portfolio activities timely, effectively and according to the annual work plan and budget
• Provide general administrative and logistical support to portfolio teams
• Monitor contractor performance and contractual deadlines and make necessary adjustments
• Organize and coordinate meetings and site visits
• Organize portfolio events such as meetings, steering committees, workshops, learning loops, regional planning meetings, visibility events and seminars
• Support field activities implementation and monitoring in collaboration with local stakeholders
• Prepare contributions and compile portfolio reports related to effect 4 including financial reports if necessary
• Draft correspondence, notes, memoranda and other documents as needed
• Coordinate with partners to ensure effective information flow
• Support implementation of portfolio communication plans by developing materials and organizing events
• Classify and archive all relevant correspondence and documents related to the portfolio
• Prepare contracts and terms of reference
• Prepare inputs for the Quantum project management module
• Support expert and consultant selection and recruitment processes
• Assist in drafting terms of reference, technical specifications, calls for proposals and quantitative estimates
• Support evaluation of submissions and prepare documentation
• Support financial management of the portfolio including financial reporting in close cooperation with finance staff
• Support procurement procedures in close cooperation with procurement staff
• Prepare direct payment requests and submit for signature
• Perform necessary financial tasks on the Quantum platform
• Develop necessary project documents
• Perform additional tasks as needed to ensure mission success
• Contribute to annual work plan development, activity sequencing and detailed implementation plans
• Support budget preparation and periodic review of work plans and procurement plans
• Prepare advance fund requests and direct payments
• Monitor budget expenditures and maintain appropriate records
• Prepare budget revision proposals
• Prepare and submit expenditure and budget status reports
• Respond to government and UNDP queries on financial aspects and liaise with internal and external auditors
• Regularly prepare reports for budget and audit purposes
• Advise and support consultants on allowances, travel reimbursements and other financial matters
• Perform other financial tasks
• Support organization of administrative training for operations and project staff
• Contribute to knowledge networks and communities of practice
• Perform other duties as required for the smooth functioning of the office and organization

Requirements

• Bachelor's Degree - 4 year(s) experience OR High School certificate- 7 year(s) experience
• Proficiency in Arabic and French is required
• Knowledge of English is an asset
• Experience in using computers, office software (MS Word, Excel, etc.), data packages and web-based management systems such as ERP is required
• Prior experience in the United Nations system is considered an advantage
• Relevant professional experience in project implementation, coordination and management including administrative and financial management is desirable
• Knowledge of project management IT tools
• Willingness to travel regularly to project sites
• Having a certificate in IPSAS or Procurement is an asset

Skills

• Administrative Support
• Finance Management
• Project Implementation
• Project Coordination
• Contract Management
• Event Organization
• ERP Systems
• Office Applications
• MS Word
• Excel
• Data Management
• Project Management IT Tools
• IPSAS knowledge
• Procurement Process Knowledge
• Travel Coordination

Languages

Arabic, French, English