Administrative Assistant
CARE Ethiopia’s mission is to work with the poor women and men, boys and girls, communities and institutions, to have a significant impact on the underlying causes of poverty in Ethiopia.
July 24, 2017
Vacancy No. 107/17
No of posts= 1 (one)
Duty Base= CARE Ethiopia Head Office
Deadline for application: 10 days from the date of Advertisement
Objective: The purpose of the Administration Assistant position is to provide key support in areas of adminstration and office management. This include maintaining cross departmental relationships, contacting the concerned vendor in regard to any repair/maintenace requests, managing procurement of office supplies, arranging travel and other logistical matters, applying visa, establishing documentation system and handling the proper filing of documents, assisting in meetings and ensuring the smooth running of the Unit.
Administrative Support
· Provides proactive administrative support to the Unit including, but not limited to, first point of contact with internal/external parties, confirming appointments, drafting letters of response, etc.
· Overall office keeping such as arranging for repair and maintenance of office equipment, receive, store and maintain office supplies, and send and receive mail.
· Makes travel arrangements for the Unit’s staff.
· Creating and maintaining office documents such as, reports, payment requests, contracts/agreements and other correspondences.
· Handles procurement requests for travel, office supplies/equipments and others through the Procurement Unit.
· Settles office and residence water, electricity and telephone bills with concerned organizations.
· Follows-up proper and timely repair and maintenance of physical facilities of the office.
· Facilitate the provision of all travel support to visitors, consultants, guests from both the field and from overseas; air tickets, hotel booking, application of business visa at Immigration.
Management of Files/Records
· Establishes appropriate filing/documentation system for all documents under her/his custody;
· Establishes a system for ease of document identification and retrieval;
· Sorts, registers and files documents, letters, circulars and other forms of correspondences;
· Keeps custody of different types of contract agreements and sensitive organizational documents;
· Monitors and controls the borrowing and return of documents under his/her custody.
Petty Cash Management
Ensures that all documents presented for petty cash replenishment are pertinent and are as per the organization’s petty cash policy;
Follows-up if the replenishment is made on timely manner regularly;
Perform other duties as assigned.
Others: Gender, Equity and Diversity (GED)
A) EDUCATION/TRAINING
Required:
§ B.A. in Administration, Management or equivalent combination of education and work experience.
B) EXPERIENCE
Required:
§ Two or three year of relevant experience.
Desired:
§ NGO experience.
Required:
§ Computer skills in Power Point, Word, Excel, etc.;
§ Problem Solving
§ Proactive, resourceful, capable of multi-tasking and showing initiative;
§ Fluent in both spoken and written English and Amharic;
§ Excellent communication and presentation skills;
Desired:
§ Knowledge of PEOPLESOFT software.
D) COMPETENCIES
Diversity, excellence, integrity, respect, analytical skill, building commitment, stress tolerance, collaboration, interpersonal skill, contributing to team success, customer focus and information monitoring.