Operations Assistant

American International School of Algiers is hiring an
Operations Assistant:

Job Description

The American International School of Algiers (AISA) seeks a detail-oriented, highly organized
Operations Assistant
to play a key role in managing campus operations and supporting the administrative backbone of the school. This position combines responsibility for coordinating the upkeep of AISA's campus and teacher housing with substantial office-based work, including procurement, compliance paperwork, vendor coordination, and record-keeping.

Reporting directly to the Finance & HR Manager, the Operations Assistant ensures that both the school's physical environment and its administrative processes run smoothly and efficiently, contributing to an organized, safe, and welcoming experience for students, staff, and visitors.

Key Responsibilities

1) Office Administration & Operations Support

• Maintain organized digital and physical records (contracts, receipts, purchase orders, service logs); ensure documents are filed and accessible for Finance & HR.
• Prepare forms, letters, and basic reports; enter data accurately into spreadsheets and school systems.
• Coordinate purchasing and procurement (quotations, PO creation, delivery tracking) in line with Finance procedures.
• Schedule vendor visits and internal appointments; maintain shared calendars for Operations, Finance & HR.
• Support HR and Finance workflows by collecting signatures, scanning/archiving files, and preparing simple summaries.

2) Compliance & Paperwork Coordination

• Submit and collect official documents with banks, tax authorities, CNAS/CASNOS, and other government entities.
• Track deadlines and maintain a simple compliance calendar; flag upcoming filings to the Finance & HR Manager.
• Ensure all receipts, forms, and confirmations are reconciled and delivered to Finance on time.

3) Vendor & Inventory Management

• Serve as day-to-day point of contact for service providers (maintenance, utilities, internet, supplies).
• Maintain vendor database (contacts, rates, contract dates) and track service-level performance.
• Monitor inventory (office supplies, basic equipment) and initiate re-orders within budget guidelines.

4) Facilities & Housing Support

• Coordinate routine facility work orders and preventive maintenance with external providers. Maintain maintenance log and coordinate work order for off site teacher apartments.
• Conduct periodic walkthroughs to note cleanliness and readiness; share findings with the Facilities lead/management.
• Assist with off-site housing logistics (checklists, keys, utilities/Wi-Fi activation) and move-in/out coordination.

5) Arrival, Dismissal & Student Supervision

• Support smooth and safe arrival/dismissal procedures and provide occasional supervision coverage during transitions or events.

6) Safety & Security Coordination (Support

• Log basic safety checks (extinguishers, exits) and escalate issues promptly.
• Assist with communication and documentation related to guard coverage and emergency drills. Coordinate with US Embassy Algiers to coordinate regular campus wide drills.

Profile of the Ideal Candidate

• Professional, reliable, and discreet; able to handle sensitive information with confidentiality.
• Strong organizational and time-management skills; proactive and solutions-oriented.
• Clear communicator who collaborates well across teams and with external partners.
• Comfortable switching between desk-based tasks and brief on-site coordination when required.
• Excited to work in a school environment and engage respectfully with students and families.

Qualifications

• Bachelor's degree preferred
  (Business Administration, Management, Public Administration, or related field).
• Proficiency with Google Workspace and/or MS Office
  (Docs/Word, Sheets/Excel, Drive filing).
• Experience in operations, office administration, procurement, logistics, or vendor coordination.
• Familiarity with basic accounting/HR documentation and record-keeping best practices.
• Strong attention to detail; excellent documentation and follow-through.
• Languages:
  Arabic and/or French required; conversational English preferred.
• Valid driver's license required

Work Conditions

• Location:
  On-site at AISA, Ben Aknoun (Algiers).
• Schedule:
  Regular school hours; occasional evening/weekend flexibility (deadlines, urgent filings, airport/material pickups).
• Compensation:
  Competitive salary commensurate with experience; health coverage, annual leave, and professional development opportunities.

To apply, please submit a Motivation Letter and your CV to Director Finance & HR Manager Selma Mouterfi Elanni at

by September 29, 2025.