CARE Ethiopia is a non-political, non-religious and independent humanitarian organization working in collaboration with various stakeholders to fight poverty and support vulnerable community groups. Its interventions primarily focus on three distinct impact groups: chronically food insecure rural women, pastoralist school-aged girls, and resource-poor urban female youth. CARE Ethiopia runs initiatives in the areas of WaSH, Food security and climate change, sexual and reproductive health, emergency response, and women’s empowerment in four regions of the country.
From: Human Resources, CARE Ethiopia
Date: October 13, 2015
Vacancy No: 064/15
I. Position: Program Administrative Assistant
II. Salary: USD 502 (negotiable based on past pay history and other factors
III. Place of Work: Addis Ababa
IV. Closing Date: October 23, 2015
V. Number of vacant posts: 1 (one)
VI. Term of employment: Regular
VII. Starting date: Immediately
VIII. Job Profile
The purpose of the Program and Administrative Assistant position is to provide key support to the PRIME Project Manager in structuring and managing complex relationships between diverse group of constituents in coordinating program and administrative details. Under the overall guidance of the Project Manager the Program Administrative Assistant to PRIME project ensures effective and efficient functioning of the PRIME project, full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The incumbent provides support to the overall financial management of PRIME and PRIME-complementary projects. The Program and Administrative Assistant is part of the program support team to the PRIME project Management team, and flexibly assists other projects, depending on workload. She/he also plays the role of a liaison person with PRIME projects covering all programmatic issues, and ensures the smooth running of the Program Department.
IX. Duties and Responsibilities
§ Provides administrative backstopping to the PRIME project staff including, but not limited to: first point of contact with external parties, confirming appointments, drafting letters of response, assists in donor report preparation, etc.;
§ Maintains the supervisor’s online calendar, contacts with visitors, arrangement of appointments and meetings and acting as an integrator when required and/or taking minutes;
§ Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the project manager
§ Assists the preparation of Scope-of-Works/Terms of References (SOW/TOR) for consultancy service, reviews/revises SOW/TOR prepared by Program staff;
§ Monitors/follows up the PRIME and its-complementary project in PAMODZI, suggests required budget revisions, flags up unutilized funds, operational and financial issues require the attention of PRIME management team,
§ Ensures all PRIME-complementary project documents are filed in systematic and orderly way;
§ Checks information for accuracy, and ensures that it is up to date and relevant;
§ Retains up to date information and profile of all projects and ensures that all project reporting is communicated to counterparts such as , donors, and relevant partners;
§ Handles queries and requests for information by partners and project staff;
§ Supports the Project Manager by summarizing and following up the PRIME and other related budgets monthly financial reports
§ Support the Project Manager by analyzing budget utilization reports and bringing to the attention of project management team;
§ Tracks and reports on mobilized resources, reviews contributions agreement, follow up contributions in PAMODZI/Adaptive
A) Education/Training
Required:
§ B.A. in Administration, Finance, Management or equivalent combination of education and work experience.
B) Experience
Required:
§ 3 years of relevant experience.
Desired:
§ NGO experience.
C) Competencies
Respect, accountability, courage, excellence, building partnership, analytical ability, stress tolerance, initiating action, customer focus, interpersonal skill and planning and organizing.
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