Be responsible for incoming and outgoing telephone calls and emails
Handle office expenses within a petty cash limit under the approval of the program area manager
Manage office equipment and infrastructure to ensure a well-running office
Responsible for the overall running of the reception operation
In consultation with the logistics team, make logistic arrangement including flights reservations,
hotel and vehicle arrangement for program area manager, visiting Country Office team,visitors/ partners, donors, consultants, and other guests
Monitor and maintain office supplies and keep good stock of supplies for the program area manager office
Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations and record and maintain minutes of staff meetings, management meetings, and other general meetings as required & to the expected standard.
Carry out other duties such as translation works, take minutes of office meetings as requested by the supervisor
Update the filing system and manage filing the office documents for both hard and electronic copies.
B. Human Resource tasks
work with the CO (Country Office) HR team on annual staff development plan for the PA (Program Area) team
advise and execute policies, procedures, rules, regulations for employees in compliance with the Ethiopian Labor Law in general as well as the regional
Update all human resources policies and procedures to the PA staff whenever there is change and as required
Facilitating HR activities in related to the PA: contract, recruitment, employee relation by consulting the CO HR team
Support departments/ supervisors in developing job descriptions for current/new positions as required
Ensure staffs timely engagement on the local and global system related compliance such as HRIS, Timesheet etc
Appropriately document and maintain staff contact list
Follow up on the schedules of performance management (both offline and online) and support staff accordingly
Establish and maintain good relationship with Social Welfare and other related sector offices to speed up the required tasks related to new joining and leaving staffs
Monitor and record employee time sheets and leave balances,
Provide inductions for newly joining staff on admin and HR policies and procedures
Undertake other related assignments.
Job Requirement
Qualification, Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
University degree in business administration, human resource management or other relevant disciplines
High Fluency in English (both oral and written) as the job demands it more
At least 2 year experience working as an HR and administrative officer in international organization
Skillful in interpersonal, time management, communication, and problem solving skills
Very good computer skills, internet use, MS office and other data base related software
Experience in team working
Able to work under pressure and deadline
Be willing to occasionally travel to field as required.