Ops and Finance Assistant, Dakar

tbigc/TP/22858/469

This job has been closed.

Number of Positions:
1
Contract Type:
Fixed Term/Full Time
Contract Details:
Ongoing
Salary:
Competitive
Working Hours:
35
Location:
Dakar
Closing Date:
02/02/2022
Job Category:
Advisory
Business Area / Division:
Advisory - Africa
Business Unit:
Senegal

Focus of the Role

TBI's mission is to advise governments and leaders in the implementation of their priority projects. TBI Senegal has ongoing operations in several sectors: Investment Promotion, Energy, E-Health and Tech.

TBI is growing its presence in Senegal and to support that growth, TBI is looking to recruit a strong Operations and Finance Assistant to provide effective and efficient support to the TBI teams in Senegal and to ensure smooth administrative and operational delivery. 

The role will include administrative, logistical, event planning and security support to the TBI management in Senegal and other staff members. The role reports to the Regional Director, Sahel (based in Dakar) and Senegal Country Head. You’ll deliver excellent administrative, operational and logistical support to our people and work closely with our teams on the ground.

Key Responsibilities

The Finance and Operations Assistant is either directly responsible for implementing the tasks below or overseeing service providers / staff that perform these functions.

Office and Accommodation Management

  • Support in the administrative set up of a new regional branch office of TBI in Dakar including establishment in a new office to house TBI teams based in Dakar.  This will be done in close collaboration with the TBI central Operations and Legal Teams, Country Head and Regional Director (based in Dakar)  
  • Office and accommodation maintenance: liaise with landlord/managing agents for TBI rented properties to resolve maintenance, security or H&S issues that may arise
  • Carry out H&S and security assessments on all new potential office and accommodation locations that TBI may procure
  • Ensure conferencing capability for staff is maintained in office spaces in collaboration with the IT Team. Maintain control of office stationery and other office consumables

Logistics, Stores Management and Procurement

  • Maintain in country capital equipment and asset log
  • Understand and help ensure compliance with relevant laws and regulations regarding local and international procurement and import / export procedures
  • Maintain good relationships with a local network of suppliers
  • Document local procurement procedures where appropriate. Ensure compliance with TBI policies and procedures when purchasing goods or services locally
  • Ensure that all safety and security equipment including medical and firefighting equipment is effectively distributed and maintained to the appropriate standards and is serviced according to the recommended maintenance schedule
  • Liaise with TBI Institute Resources teams in London to coordinate tasks such as the shipment of IT equipment, due diligence checks and the review and approval of contracts
  • Responsible for the secure storage of TBI assets and equipment in office locations including IT infrastructure. Where appropriate implanting store keeping procedures

Fleet Management

  • Conduct regularly checks to ensure vehicles and generators used by TBI are fit for purpose and meet national standards.
  • Where fleet is outsourced, ensure that vehicles are to the agreed contractual requirement and fit for purpose
  • Conduct monthly checks of all TBI vehicles ensuring that safety features and equipment are functional and serviced in accordance with recommended servicing schedules
  • Tracking of fuel usage and fuel accounts

Travel Management

  • Coordinate in country moves outside of core locations
  • Support visa applications, renewals, and arrival procedures of international staff and visitors to the programme
  • Ensure that all international staff and visitors have a working means of communication within 24 hours of arrival in country
  • Support VIP visits and coordinate with Senior Leadership, Travel Team and IR to manage on the ground requirements

Contract Management

  • Management of supplier contracts, such as office space, fleet management services and drivers, utilities and houses
  • Ensure all suppliers have undergone due diligence checks, via the London Legal and Compliance team
  • Act as the main contact for key suppliers and service providers to the project team

Finance

  • Maintain location monthly finance tracker and petty cash
  • Manage financial activities in compliance with TBI policy and procedures
  • Supports the CH and team in financial management including preparing requests for advance of funds and/or direct payments; monitoring budget expenditures and maintaining a proper record of budgets and spending

Safety, Security and Access

  • With support from the Global Operations and Security team, develop country level security SOPs that are contextually appropriate to the risk to TBI staff and activities in country
  • Maintain an active network with other agencies as well as key interlocutors to ensure that TBI understands the security context. Notify the Country Head, Regional Directors (those based in Dakar) and Security and Ops Team when the political or security situation may impact TBI’s staff or activities
  • Ensure that any violation of safety and security rules as well as security incidents are reported to the Country Head, Regional Directors (those based in Dakar) and Global Operations and Security team
  • Work with the Country Head and Regional Director(s) as applicable to enable safe access for TBI staff to new areas and identify key stakeholders and interlocutors relevant to the area of operation
  • Ensure that all TBI locations are compliant with fire regulations and equipped with firefighting equipment where necessary
  • In locations where physical security measures are installed, ensure that systems are maintained in accordance with the recommended service schedule and faults and issues are fixed in a timely manner
  • Act as the point of contact in country to carry our security tasks as directed by the Security and Operations team
  • Ensure that satellite phones are serviceable and tested on a monthly basis
  • Maintain an up to date country Flap sheet and communications tree for all TBI team members working in country

It is also expected that they will cover any other duties as required where capacity and availability permits. These duties will be communicated in advance and agreed with the Country Head where possible.

Person Specification

This is a role in a fast paced office, working across multiple teams and areas of operations. Therefore the successful candidate for the role should be able to display the majority of the following:

  • At least three years of experience in administrative or operational work; experience in project administrative and financial management or related work is an advantage
  • Completion of at least secondary education or equivalent practical experience. Specific training in a field relevant to project management, finance, logistics, administration, accounting or related will be an asset
  • Previous experience of managing a large team office
  • Experience in the usage of computers and office software packages (MS Word, Excel, etc), knowledge of spreadsheet and database packages, experience in handling web-based systems
  • Excellent organisational and planning skills, with a problem solving apporach
  • Excellent time-management and prioritisation skills
  • Comfortable managing multiple demands across different teams
  • Collaboration with colleagues and perform other duties as reasonably required to achieve the goals of the teams on the ground and TBI
  • Excellent written and verbal communication skills and attention to detail
  • Good interpersonal skills; ability to establish and maintain contacts with suppliers and partners related to TBIs work
  • An ability to handle financial records and expenses
  • Self-direction and be able to work without supervision
  • An ability to work well in a fast-paced environment
  • The working language is french and fluent in English is required

About The Institute

The Tony Blair Institute (TBI) is a mission-driven not for profit organisation. We exist to equip political leaders and governments to build open, inclusive and prosperous societies. We work hard, every day, to make a difference. When governments work well they are able to create economic and social change in a way that promotes fairness, social justice and opportunity. We work relentlessly to support leader and governments with the challenges they face. Giving them practical solutions and actionable insights, that once implemented, can be transformative for their people  

We do this within two connected divisions: 

 Government Advisory 

Our Government Advisory teams work directly with political leaders and governments around the world to implement reforms that improve the lives of their citizens. It works with a variety of partners and its outputs cover a range of disciplines and projects across countries in Africa, the Middle East, Eastern Europe and South Asia.

 Policy Futures 

Our Policy Futures work encompasses three broad areas: 

  • Renewing the Centre: developing a bold and innovative domestic policy programme to help renew the centre ground of British politics; 
  • Tech and Public Policy: exploring the policy challenges and opportunities presented by the technological revolution; and 
  • Extremism Policy Unit: creating solutions designed to tackle the threat of extremist ideologies in the UK and around the world. 

As an organisation, the core beliefs we all embrace are: 

  • Open and Progressive: you’ll believe in the value of teamwork 
  • Bold and Pragmatic: you’ll approach everything you do with integrity and authenticity 
  • Optimistic Changemaker: you’ll be focused on results 

TBI believes embracing diversity and inclusion make us a better place to work.  It’s our goal to reflect everyone in society and we actively welcome applications from individuals and groups who are under-represented in the workplace. We celebrate difference be it ethnicity, religion, age, gender or gender identity, sexual orientation or disability. We will only ever assess you on your abilities and fit for a role. We’re happy to discuss any adjustments you need to ensure a level playing field during recruitment and, if you\'re successful, discuss any adjustments you might need to thrive in your role.