JOB TITLE: Project Support Officer 
GRADE: N/A

TEAM: AfMENA
REPORTS TO: Operations Manager, Jordan
Sr. Manager, Tunisia

LOCATION: Tunis, Tunisia
DATE PREPARED: April 2015

JOB CONTEXT & PURPOSE
Primary responsibilities: To support Tunis based projects in delivery of financial, admin and HR issues according to internal policy, guidelines, procedures and donor requirements.
Secondary responsibilities: To the extent possible on top of completing the primary responsibilities outlined above the Project Support Officer will provide support to business development in Tunisia and the North Africa region. This would include identification of future project opportunities in cooperation with the Tunisia-based Senior Manager, and support to proposals including on recruitment and proposal writing.

KEY RELATIONSHIPS
(e.g. internal and external relationships)
Key internal relationships include corporate finance, country operations managers and project staff/management and associates.
Key external relationships include donor management and project stakeholders.

KEY TASKS
1 Provide a high standard of financial accounting, ensuring compliance to local law, accounting policies, and ASI and donor regulations
2 Experience with work plan budgeting, expenditure monitoring, pipeline analysis, cost sharing and financial reporting
3 Maintain minimum cash in both bank and cashbox/safe
4 Work in close interaction with other employees and provides help when needed
5 Participate in the tendering process, in accordance with ASI guidelines
6 Provide any ad hoc reports
7 Provide HR consultative support to projects.
8 Work closely with the Operations Manager (Jordan) on all relevant Admin & HR issues e.g. planning, recruitment, selection, briefing, staff welfare issues, appraisals, courses, leave and debriefings etc.
9 Support the Operations Manager (Jordan) on all human resource management issues and ensure that clear and transparent procedures and systems are in place and maintained as necessary
Support the North Africa Senior Manager on project financial tasks – including completion of the monthly billing listing, invoicing and project forecasting.
Support the North Africa Senior Manager on project recruitment tasks – including identification of local and international consultants for current and future projects.
Support to other business development activities as required and as time allows.

KEY ACCOUNTABILITIES
1 Responsible for the filing and organisation of all ASI contracts and archives (employment, commercial, maintenance, rental) and the sending to Amman, Jordan of all new contracts on a monthly basis
2 Keep files of all national staff ensuring all necessary documents are on file and monitored including: contracts, code of conduct, job description, holiday and sick leave requests, disciplinary documents and appraisals
3 Ensure compliance with current labour law
4 Execute regular cash flow operations with the bank (cash withdrawal, transfer orders, check payment, bank statement etc.)
5 Handle the distribution of insurance cards and monthly pay slips
6 To prepare all office and corporate apartment related bills and rent are paid on time
7 Complete cash counts with the Operations Manager (Jordan) on a weekly basis and bank reconciliations on a bi-monthly basis
8 Perform routine financial analysis on project and office expenditures, documenting and monitoring overall performance, analysing trends, identifying gaps to ensure efficient and sound project management
9 Ensure accounting systems, procedures, and internal controls are quickly established for the collection of accurate, complete and timely financial data (e.g. budgets, forecasts, expenditure, commitments, payroll, and delegation of financial authority)
10 Enter daily accounting data into the standardised ASI cashbooks
11 Ensure timely payment of the national staff salaries and all suppliers/partners’ invoices
12 Verify purchases are covered by the appropriate authorisation and signed by authorised person
13 Compile the forecasts and send to Operations Manager (Jordan) and Project Manager(s) for approval
14 Arrange all supporting documents (receipts, invoices, and contracts) for the monthly vouchers
15 Finalise the inventory of ASI assets on a monthly basis together with the logistics team and send to London
16 Complete project finance tasks as per the monthly finance calendar.
17 Respond flexibly, efficiently and effectively to requests for support with recruitment tasks.
 
MINIMUM QUALIFICATIONS: • Undergraduate degree
• Finance/accountancy qualifications preferred but not required

EXPERIENCE REQUIRED: • Minimum of five years of work related to accounting, project management or project support

COMPETENCIES: • Strong communication, organisational and prioritization skills and the ability to multi-task and support and/or fill multiple positions at one time Quality and accountability
• Continuous improvement
• Managing complexity
• Communication and knowledge management
• Leadership and direction
• Collaboration and teamwork

SKILLS: • Funcitonal computer skills (Hardware, Software, Network, Windows, Internet softwares, Microsoft Office suite)
• Excellent relationship building skills to manage expectations, arrange resources, build relationships with providers and local government and manage local staff
• Demonstrated attention to detail and ability to follow procedures, meet deadlines and work both independently and cooperatively with team members
• Very good written and spoken English and Arabic, and ideally French

ATTITUDE: • Proactive, self-starter, who is forward looking and works well with a wide range of different people with differing agendas
• Trustworthy, reliable, professional and conscientious
• Emotionally stable, self-motivated and contained, calm and positive even when under pressure
• Shows perseverance to complete all work