I Job Summary

The purpose of the Administration Assistant FO position is to provide a wide variety of clerical assignments in support of the FO team. S/he is required to keep complete, comprehensive and up-to-date records as requested by the area office administrator and support the daily administrative operations of the office. The position provides key support in areas of adminstration and office management. This include maintaining cross departmental relationships, establishing documentation system and handling the proper filing of documents, availing  stationary and other secretarial support and assisting in the smooth running of the office . S/he will coordinate with the travel and events officer in HO for all  travel and event related requests. 

II. Responsibilities

Job Responsibility #1: Administrative support (50%)   

• Receive visitors, provide information and guide or direct to the office of the person expecting the visitor (s)
• Provide proactive administrative support including, but not limited to, first point of contact with internal/external parties, confirming appointments, etc…
• Direct e-mail messages, letters and faxes to the right person or department
• Ensure the timely and efficient dispatch and receipt of all communications
• Type circulars, memos, reports confidential letters etc..
• Reply to basic letters and queries as agreed with FO management
• Translate correspondence between English and Amharic or other languages as required
• Provide overall support to the FO coordinating with the office administrator or head of operations for repair and maintenance of office equipment and the storekeeper for receipt of office supplies
• Ensure that the necessary stationary is available on time
• Operate the telephone switchboard
• Check monthly telephone and fax bill and report any disallowed costs to the office coordinator
• Raise PRs in People Soft for Operations team. Follow up same for the timely supply of requested items

Job Responsibility #2:  Travel and events booking (10%)         

• Support all travel and event related requests for FO team through the travel and events officer at Ho and/or in coordination with respective requesting unit from the FO
• Communicate schedule for visitors and staff from HO and provide required information to facilitate transport and accommodation requests
• Manage internal meeting room utilization and external event booking with hotels for the FO
• Provide feedback on services rendered on regular basis
• Participate in regular meetings of the admin assistant pool led by the Office Administrator or FO Leadership Team in an effort to improve processes and efficiencies

Job Responsibility #3:  Management of documents (20%)       

• Receive in-coming mail and dispatch out-going mail according to CARE Ethiopia’s mailing practices
• Collect and deliver incoming/outgoing correspondences from/to their respective destinations
• Establish appropriate filing/documentation system for all documents under her/his custody, both physically and electronically
• Establish and maintain a system for ease of document identification and retrieval
• Sort, register and file documents, letters, circulars and other forms of correspondence
• Keep custody of different types of contract agreements and sensitive organizational documents

Job Responsibility #4: Photocopying, binding and scanning (25%)

• Handle photocopy and scanning requests
• Make copies or scans of correspondence, reports, etc…
• Compile reports and other documents binding them when requested
• Keep custody of stationary and ensure its availability at all times
• Ensure that photocopying, duplicating and binding machines are properly working and support access to other admin assistants for us

Job Responsibility #5:  Other (5%)

• Carry out other duties as required, as per the project demand.

III Gender Equality

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

IV Qualifications 

• 2 years of relevant work experience for diploma holders
• 1 year of relevant work experience for first degree
• Minimum of 6 months Care internship service
• NGO experience is a plus

Skills Required

• As per Job Description