Administration & Logistics Officer

ARI is looking for an Administration & Logistics Officer to join our team and support the day-to-day and operational activities. Their responsibilities will include maintaining archives, updating policies and procedures, and assisting in the hiring process. The position requires solid organizational skills and agility to coordinate with ARI staff working in country offices.

Start date: 23 October 2023

Duration: One-year contract (renewable)

Full time position, based in Paris

Deadline: 21 September 2023

Reference: Administration & Logistics Officer

Background

ARI is a policy research center whose key mission is to articulate a home-grown agenda for democratic change as well as social and environmental justice in Arab countries. We operate on the principles of impartiality, gender equality, and diversity, and maintain a strict line of independence from any external agendas. We conduct policy analysis and innovative field research, combine scholarly work and advocacy, and produce practical intellectual tools to strengthen practices of active citizenship and influence political transformation processes. We also empower research from the Middle East and North Africa (MENA) region by providing an international platform for dissemination. ARI engages academic researchers, think tanks, social movements, civil society actors, decision-makers, media, and the public on issues of democratization, social justice and full citizenship. ARI works in partnership with regional and international institutions to promote sustained South-South and South-to-North exchanges and dialogues related to reform initiatives across the region.

Role of the Administration and Logistics Officer

Responsibilities

Administration, human resources and logistics

  • Gather employee data (including bank accounts, working days, absences, illnesses, emergency contacts) for all ARI offices.
  • Maintain physical and digital personnel records like employment contracts and leave requests.
  • Maintain database of contracts (for staff, consultants, memorandum of understandings).
  • Help prepare consultants’ contracts based on existing templates.
  • Respond to employees’ questions about benefits.
  • Update internal databases with new hire information.
  • Coordinate the publication and removal of job ads.
  • Schedule job interviews and contact candidates as needed.
  • Ensure that new staff or hires receive onboarding material.
  • Support logistics for events or staff travel, including hotel and ticket booking.
  • Assist with the organization of ARI board meetings: handle logistics, invitations and minute taking.
  • Update the mandatory documents for the French State (including declaration of board minutes, change of members, among others).
  • Follow up with vendors and invoices for payment.

Office management:

  • Monitor maintenance of office equipment (ensuring timely repairs when required).
  • Oversee and ensure availability of office supplies.
  • Monitor and update ARI assets registry - including adding new items and checking annual depreciation.

Other

  • Support executive staff as needed.

Requirements

  • Work experience as an Admin & Logistics Officer or similar role
  • Solid knowledge of French labor legislation
  • Good experience in office software packages (MS Word, Excel, etc)
  • Ability to work in a multicultural environment
  • Excellent planning and organizational skills
  • Good verbal and written communication skills in English, Arabic and French
  • Commitment to positive and dynamic work relations and desire to help grow the organization.
  • Degree in relevant field

Candidates meeting the above criteria are invited to submit a proposal by email to ARI at recruitment@arab-reform.net not later than 21 September 2023. Reference should be given to the title of the position “Administration & Logistics Officer” in the subject of the email.

ARI strives to be an equal opportunities employer. ARI is committed to equality of opportunity and to non-discrimination for all job applicants and employees, and we seek to ensure we achieve diversity in our workforce regardless of gender, race, religious beliefs, nationality, ethnic/national origin, sexual orientation, age, marital status or disability.