HR & Operations Officer America-Mideast Educational and Training Services, Inc. (AMIDEAST)

The HR & Operations Officer manages the large book inventory for all Amideast offices in Tunisia, as well as providing back-up support to the HR & Operations team. The HR & Operations Officer maintains exclusive access and control of the book and office supply inventory room and is responsible for ensuring that stocks are maintained at appropriate levels. The role works closely with the Customer Service and English Language Departments to ensure that books are available for all scheduled public and contract classes and is responsible for ensuring students receive the correct textbooks for their classes. This position also communicates regularly with the HR team and the Accounting & Finance Department to confirm all book sales and expenses are properly recorded in the accounting system and stock levels are not excessive.

RESPONSIBILITIES

HR

• Coordinate the new expatriate staff s temporary lodging upon arrival
• Assist new expatriate staff in obtaining all documentation required by the Tunisian authorities, including work permits and carte de sejour
• Liaise with the English Language and Finance departments to ensure the adjunct teachers monthly payments
• Prepare and follows up on all staff and visitors badges

Books Inventory

• Maintain the inventory room in a well-organized and secure manner
• Use historical data and sales forecasts to determine appropriate stock levels according to best practices
• Inform the Sr. HR & Operations Officer when any given book has gone below the level that triggers a new order
• Manage all incoming book deliveries and stocks shelves making sure that all new deliveries are complete and accounted for
• Reports to the Senior HR & Operations Officer any books missing from an order so that there is reconciliation with the original bill and to ensure a future order includes books that have not yet been received
• Maintain records of type, quantity, and value of material stocked in the book room
• Verify all ISBN numbers and communicates any changes to relevant parties
• Share daily book sales report with the Accounting & Finance Department
• Conduct a monthly physical count and send the update to Procurement, Finance Department, and HQ teams
• Conduct an annual physical count with a third-party auditor
• Track day-to-day movement of all books using a systematic approach approved by Procurement and Accounting
• Provide enrolled students with the appropriate books for their classes upon receipt of a book voucher
• Send books to contract sites, Sousse office, and Lac II office using TPS service or other means

Assets Inventory

• Develop and maintain the Tunisia field office assets inventory by tracking all equipment and furniture in Tunis, Sousse, and Lac II offices
• Update the assets inventory regularly

Archive Room

• Maintain the archive room in a well-organized manner and coordinate with the heads of departments and Country Director on any document destruction with respect to the internal policies and local legislation

Procurement

• Constantly control the office needs and alert the Sr. HR & Operations Officer when additional supplies are needed
• Receive and check ordered goods to ensure they meet required specifications and are received in a timely manner
• Assist the Sr. HR & Operations Officer with procurement needs for grant and donor-funded projects, i.e. organize the needed logistics, buy insurance for participants, prepare the needed materials etc.
• Run online research for new vendors when needed
• Follow up on the transportation monthly spreadsheet and coordinate with the different departments on the right project codes.
• Operate as the focal point with the private Taxi company and ensure monthly follow-up on the invoice

Facilities

• Ensure accurate follow up on facilities issues and coordinate with appropriate contractors regarding maintenance
• Make a bi-weekly inspection of the Tunis office building to follow up on the office cleanliness and make sure equipment is functioning appropriately
• Submit regular reports to Sr. HR & Operations Officer about any facilities issues and suggestions for the future
• Supervise the work of the security team and report any issues to the Director of HR & Operations
• Regular follow up on the utilities bills for Tunis and Lac Offices
• Coordinate with the Finance team on the facilities bills payments

Mail

• Ensure mail to HQ and other field offices when needed and follow up on sent items
• Follow up on any customs notices received and route accordingly
• Follow up on the reception of the office mail and make sure the mail goes to the right departments
• Check the mail invoice and add the right project coding before sharing it with the Finance department
• Liaise with the mail service provider Courex on mailing requests