Date: October 3, 2018
Vacancy No.: 010/18
No of positions: 1 (one)
Salary: USD 454
Type of Employment: Regular
Hiring Unit: Livelihood for Resilience Activity
Duty base and Position: SNNPR, Hawassa
Dead Line: 10 days from the date of advertisement
Objectives: The purpose of the Administrative Assistant position is to maintain personnel records, process employment formalities of newly recruited project personnel. She/he ensures the proper maintenance of offices and residences and timely settlement office and residence water, electricity, and telephone bills and procurement.
Responsibilities and Tasks
General Service
§ Ensures proper and timely maintenance of offices and residences;
§ Follows-up repair and maintenance of grounds, utility installations and other physical facilities of the field office;
§ Checks to ensure project properties are maintained properly;
§ Settles office and residence water, electricity, and telephone bills with concerned organizations.
Personnel Functions
§ Controls attendance register of the field office personnel and checks monthly payroll and ensures accuracy of basic personnel data before payment is effected;
§ Follows up that the field office staff performance appraisal activity is carried out on time and checks that recommendations for bonus, salary increment, promotion, reclassification, demotion, etc. are made in accordance with established policies and procedures;
§ Makes internal and/or external announcement of vacancies as required by the field office;
§ Processes fulfilment of employment formalities, checks employment records and follows up probationary period of field office personnel;
§ Follows up recruitment, transfer and dismissal of employees.
Data Base Management
§ Establishes new personal files and records data of all newly recruited personnel;
§ Ensures that personnel records database are kept up-to-date;
§ Records and updates salaries and allowance charges, transfers, promotions completion of probation, termination of service, etc. of staff on personnel files and computer data bases;
§ Keeps records of leave balances of field office staff and prepares quarterly report.
Handling Local Purchases (Procurement)
§ Receives approved Purchase Requisitions (PR) for procurement of goods and services;
§ Collect Performa Invoices and presents to the supervisor for further processing or approval;
§ Inquires immediately more specifications from requesting units if the PR is not clearly specified and completed;
§ Prepares detailed bid analysis based on Performa Invoices and prepares Purchase Order in the name of selected supplier using accounting software;
§ Ensures that purchases are made in the best interests of CARE;
§ Deliver PO for collection of goods;
§ Collects purchased items from venders and submits to the storekeeper against official Goods Receiving Note (GRN) of the organization;
§ Ensures timely preparation of cheque or CPO in order to avoid unnecessary delays in executing purchasing activity.
§ If the purchase is beyond the FO authority limit, informs the supervisor timely to forward it to the country office.
§ Files all procurement documents in an orderly manner for control and reference purposes;
§ Prepares weekly procurement status report and submits to the supervisor;
§ Regularly updates the supervisor of all partial collection of the procured goods;
§ Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
§ Maintains personnel records and prepares periodic manpower reports as required;
§ Sorts, registers and files documents, letters and other forms of correspondences;
§ Prepare quarterly accrued leave reports for the consumption of the Area Finance;
§ Prepare periodic HR Reports/statistics.
Performs secretarial Duties
§ Type general and personnel correspondences using a computer.
Education/Training: Vocational Diploma in Personnel Management, Procurement, Administration, Secretarial Science, or related fields.
Experience: a minimum of 4 years’ experience in personnel, procurement, administration or related work.
Competencies: Excellence, Integrity, Respect, Diversity, Communicating with Impact, Managing Performance, Facilitating Change, Strengthening Partnership, Leading through Vision and Values, Operational Decision Making, Negotiation, Building Commitment and Initiating Action.