I. TechnoServe Background:
TechnoServe works with enterprising people in the developing world to build competitive farms, businesses, and industries. We are a nonprofit organization that develops business solutions to poverty by linking people to information, capital, and markets. With more than four decades of proven results, we believe in the power of private enterprise to transform lives.
II. PRIMARY PURPOSE
· Provide administrative support to the Country Office staff in a timely and efficient manner.
· Administrative Assistant is responsible for coordinating office operations and procedures to ensure organizational effectiveness and efficiency.
III. DUTIES AND RESPONSIBILITIES
The Administrative Assistant is to:
· Receive guests and visitors, provide assistance and appropriate information, and/or facilitate their visit as per schedule provided.
· Scheduling Appointment/meetings between directors, staff, or other parties
· Provide support in photocopying, duplicating, and binding materials and other correspondence and documents to Addis staff
· Send and receive mails, parcels for official business through DHL, Post Office, or hand-carried by staff, or visitors. and check the payment such services obtained
· Assist the Administrative Officer in coordinating travel arrangements like hotel booking and reservations for meeting rooms, internal and external, according to the TechnoServe travel policy.
· Collect and update all information/emergency files related to the office list of interlocutors
· Reviews and recommends procedural changes to ensure compliance with policy and improve work processes
· Give support for the setting up of the filling system and the archiving process
· Maintaining accurate and up to date contact lists of staff and clients using Excel sheet and announce for all staff if there is a change
· Ensure staff submitted completed and approved travel requests before travel bookings are confirmed with the travel agency.
· Prepare payment requests related to travel, hotel, and others and provide the necessary charging codes (fund codes, responsibility centers, and geographic codes) to finance.
· Ensure agreements signed with service providers are up-to-date, readable, and chronologically ordered (like systematically arranged for ease of access).
· Keep a record of all Ethiopian offices with proper addresses and locations (like town, woreda, house number, the house owner name, TNS representative (lead) name, and so on).
· Assist staff in providing secretarial services in case of emergency needs.
· Maintain enough stock of sanitary materials and refreshments (coffee and tea) in consultation with the Administrative Officer.
Maintaining petty cash:
· Ensure the petty cash balance is always up-to-date and ready for surprise count as well as month-end count.
· Ensure petty cash payments are authorized by authorized/designated individuals before making any payments.
· Make sure payments from petty cash are paid for only items allowable to be handled from the fund.
· Prepare petty cash summary report petty cash replenishment is deemed necessary and submit the request with respective cash count form to finance for review and approval.
Store keeping:
· Review and receive items based on purchase orders, purchase requests, and invoices
· Acknowledge items physically received matches with those requested and ordered
· Always inspect items for their quality and any tangible damages and liaise with the relevant personnel for any irregularities
· Ensure purchases are made from the vendor orders were placed by verifying the name of the supplier in the invoices, receipts, and so on.
· Note items that are missing or in bad condition and communicate to the Administrative Officer
· Issue all items from the store after checking their proper authorization
· Update bin cards and work out the balance after each receipt and issuance of items
· Upon issuance, register all fixed assets are recorded in fixed asset register book with the relevant custodian name, location of the assets, specifications, and so on
· Ensure fixed assets have an assigned tag number affixed to it before the person takes it from admin
· Ensure fixed asset movements between individuals are up-to-date in the fixed assets register book and proper documentations filed
· Update the register after every issuance, disposal, transfer, or receipt of all fixed assets
· Verify and confirm from the store records that a leaving staff has submitted all fixed assets under his/her custody before clearance is issued by the organization
· Handle other assignments as required
IV. REQUIREMENTS/KEY QUALIFICATION
· Bachelor’s degree in management, business administration, or related fields
· 1+ -2 years of experience with preference in office administration, bookkeeping, store/fixed assets management, cash management
· Understanding of relevant legislation, policies, and procedures
· High level of organization and efficiency
· Clear and concise communication skills
· Computer skills (emails, scanning, word processing, and accounting)
· Ability to manage multiple tasks at once for different individuals in the office
· Results-focused and aware of the different challenges faced by individuals
· Culturally aware and able to speak English and Amharic fluently.
V. Career Pathways:
The positions that may be the next career opportunity for employees in this job title include Admin Assistant.
VI. Success Factors:
Competency is a combination of knowledge, skills, and abilities (KSAs) directly related to successful performance on the job.
Core Competencies include:
Job Specific/Technical Competencies include: