Background: The Clinton Health Access Initiative (CHAI) associated with former President William J. Clinton’s Foundation is currently operating in Ethiopia carrying out a wide range of programs to support the Ministry of Health of Ethiopia in improving the health status of the country by ensuring access and quality of health services. We are committed to increasing our effectiveness through an innovative programming approach that optimizes quality, impact, and scale. Being the largest CHAI field office worldwide, we currently employ over 170 people in the following multiple programs: Maternal and Neonatal health, HIV Access, Cancer Treatment Access, Nutrition, Child Survival, Lab Services, Vaccines Introduction, Global Health Financing and Human resource for Health (HRH).
Job Summary: The Admin Assistant will provide assistant to the HR Coordinator: providing administration and HR support, managing telephone calls, incoming and out going correspondence, documentation, handling office management, Liaising visitors travel arrangement.
JOB RESPONSIBILITIES:
1.1. Administration and HR support
· Assist in maintaining employee records (soft and hard copies)
· Assist the HR Coordinator in Scheduling interview and other HR related
· Assist in updating HR databases (e.g. new hires, separations, annual leave and sick leaves)
· Take minutes of meetings as requested by the HR / Admin and Finance Unites.
· Ensure proper administrative filling system of incoming and outgoing correspondences, as well as internal memos and other communications, receive pouches and ensure distribution as required.
· Assists with drafting correspondence as required, Professional agreements etc.
· Maintain confidentiality in all matters
· Handle all other day to day administrative matters pertaining to the country office as directed by the HR Coordinator
· Assist the HR Coordinator in different requests
1.2. Managing Telephone Calls
· Liaising with Receptionist and Immediately report out of order telephone lines to the CHAI IT
· Answer telephone calls and provide needed information
2.3 Time planning
· Organize and schedule appointments with HR candidates
· Ensure that all appointments made are communicated to HR and the requested party
2.4 Office Management and Maintenance
· Ensure that the office Assistants and Cleaners keeps the cleanliness and tidiness of the office all times.
· Ensure that all forms usable in the office are copied and kept at a central place.
· Ensure that telephone /fax/ scanner /printer and photocopier are properly used and maintained and that unnecessary use is reviewed and communicated to HR coordinator and IT
· Communicate to staffs when telephone /fax/ scanner /printer and photocopier are not working to the respective companies for fixing purposes as well as staffs to look for other alternatives.
· Report status of telephone /fax/ scanner /printer and photocopier to staffs immediately when the problem is solved.
· In the absence of the HR coordinator work with the Admin and IT leads on any issue affecting the office
2.5 Logistics
· Liaising with receptionist, ensure that the arrangement of hotel bookings for CHAI visitors
· Assist in processing CHAI visitor’s visa
· Process and obtain work permit/resident cards for expat staff
· Assist and work with the HR Coordinator in issuing staff ID
· Assist in processing Pension ID for CHAI staff
· Facilitate visitors secretarial support requirements in cooperation with the security focal person
2.6. Others
· Performs other duties as assigned by supervisor.
QUALIFICATIONS & KNOWLEDGE:
· BA in Management or Other related fields
· A minimum of 5 years relevant experience
· Experience in an NGO is advantageous
SKILLS:
· Excellent computer skills particularly in word, Excel, PowerPoint and Access.
· Methodical Filling &Documentation skills
· Ability to track and manage wide variety of tasks simultaneously.
· Human Relations
· Excellent communication and organization skills
· High level of English language competency-speaking, reading, writing