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Aktis Strategy (Office Coordinator)

Aktis is looking to hire an Office Coordinator to support our growing project portfolio in Libya. This is a new position that entails responsibility for the office and financial administration of Aktis’ project and programme activities in Libya. This person will report to the Libya Country Manager and work in coordination with the Tunis Office Manager.

The successful candidate will be experienced in running the administration of an office and be excited by the opportunity to work collaboratively in a multi-disciplinary, internationally-dispersed team within a growing and ambitious international company. The role is Libya (Tripoli) based but there may be some short-term international travel for training and development purposes to Tunis. Ideally this role will grow into an Office Manager role as our operations in Libya continue to expand.

Main responsibilities include:

Office Management

  • Prime responsibility for the running of the Libya office; be the first port of call on all Libya HSS and management issues;
  • Manage, train and develop the local administrative and support staff.

    This will include: overseeing any additional hiring, managing workload, training and development, goal setting and evaluation;

  • Streamlining and improving general working processes and procedures by initiating and implementing changes or reinforcing existing practices;
  • Maintaining up-to-date records on information management systems (Box, Salesforce and new Systems) and in hard-copy filing;
  • Ensuring the maintenance of office stock and a weekly inventory of all stationary and supplies;
  • Overseeing the effective management of office facilities, including repairs, maintenance, services, rent, rates, moves and changes to existing or future space;
  • Ensuring compliance with local employment law and the application of the Aktis Code of Conduct;
  • Maintaining office legal and registration documents, and liaising with the Libyan authorities and Aktis Lawyer.

Financial Management

  • Management of office finances: ensuring on-time and accurate daily bookkeeping, weekly financial reconciliation and monthly financial reporting of all Libya project accounts in accordance with Aktis’ financial procedures;
  • Submission of timely and accurate cash flow projections and requests (supported by the Aktis Financial Controller); liaising with London and Tunis Regional Office to ensure sufficient funds in Libya account through timely disbursements requests;
  • Management of Aktis Libya bank and cash accounts;
  • Managing payment of project expenses and staff/associates salaries (in cash and via online transfers);
  • Liaising with local accountants.

Project Support

Conducting weekly and daily planning to ensure that the local administrative and support team can support the project teams with the following: 

  • Delivery of trainings: booking caterers, liaising with facilities’ managers, ensuring sufficient staffing levels;
  • Preparation and formatting of documents based on Aktis’ templates and style guide in a timely, efficient and accurate manner;
  • Filing and scanning documents and information accurately in accordance with Aktis’ policies / procedures;
  • Support on CMP project including general administration
  • Language support through translation and interpretation in office, at meetings and trainings as required. Where there is excess demand, coordinating with and managing external language assistants;
  • Overseeing administration of projects including contracting, staff and consultant mobilisation, travel, payments and organisation of meetings, events, conferences;
  • Associate management. Maintaining associate profiles, hours, deployments and costs on Salesforce; drafting associate TORs and contracts; arranging travel and accommodation; developing positive professional relationships;
  • Processing staff and associate timesheets and expense claims efficiently and accurately.

Health, Safety and Security

  • Managing the implementation of the Libyan Country Procedures within the relevant project team, including following up on non-compliance of procedures;
  • Conducting security briefings for Libya staff and ensuring that all staff and partners are kept abreast of the health, safety and security situation at all times;
  • Organizing necessary security training for staff;
  • Providing ongoing updates to the Libya Security Plan and deployment plan;
  • Logging deployments on Salesforce and shared calendars.
About You
We are looking for a team member keen to continue to develop a career in the international development and stabilisation sector, and have:
  • Experience in office administration roles, ideally as an office coordinator;
  • Sufficient financial knowledge and experience to fulfil the financial management responsibilities outlined above. In particular, this person will have prior experience of daily bookkeeping and weekly financial reconciliations;
  • Managed and developed a small team of administrators/support staff or, if not, have the gravitas and potential to do so;
  • Used information management systems and ensured up-to-date filing systems;
  • Regularly used MS Word, Excel, Powerpoint and Outlook (MS Project would be an advantage).

It would be advantageous if this person has:

  • A track record of demonstrably improving the management of an office and/or administrative team;
  • Experience of working for an international company;
  • Experience of working in the international development or professional services sector;
  • Project management experience.

 

 

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