Admin Assistant

Location: Addis Ababa, Ethiopia
Deadline: July 26, 2022

Job Description

FHI 360 is a global development organization, with a rigorous, evidence-based approach to human development. Our team of professionals includes experts in health, nutrition, education, economic development, civil society, environment, and research. FHI 360 operates from over 60 offices with more than 4000 employees in the United States and around the world. Our commitment to partnerships at all levels and our multi-disciplinary approach allows us to have a lasting impact on the people, communities, and countries we serve by improving the lives of millions.  We are currently seeking qualified candidates for the position of Admin Assistant for the Ethiopia Healthy Behaviors Activity. This position will be based in Addis Ababa, Ethiopia.

Project Description

The Ethiopia Healthy Behaviors Activity project implemented by FHI360 and funded by USAID will support the Ethiopia Government and a broader set of stakeholders to design, implement, and evaluate SBC strategies that, strengthen comprehensive health knowledge and skills, foster community support for health action, shift harmful social and gender norms, increase provider motivations and skills to provide client-centered services, and engender institutional commitment and capacity to lead this change.

Job Summary

The job incumbent is responsible for handling the front office reception roles and administrative duties, including but not limited to greeting guests, accepting, and replying phone calls and handling inquiries, scheduling/facilitating office meetings and interviews, booking air flights and hotel accommodation for guests of the country office. S/he will support other operations team (finance, HR. logistics) in payment requests, preparation of petty cash and medical reimbursement processes and others. The position is reporting to Finance and Operations Director of FHI 360, Ethiopia Country Office.

Accountabilities:

  • To organize filling for office support functions-opening box files for correspondence and internal communications, memo, circulars, admin guidelines and filling neatly according to subject matter.
  • Send and tracks internal communication, mails handle curries deliver, assist with scanning, photocopying, printing, and binding materials publications.
  • Assist staff on issues relating to communication e.g., email usage, telephone, postage, copying etc.
  •  A front point of contact for guests and visitors in providing information, taking messages, and scheduling appointments.
  • Receives guests and determine nature and purpose of their visit, and direct or escort them to specific unit.
  • Make flight bookings for international/local travels and hotel reservation. And communicate e-ticket to the staff accordingly and point of destination for hotel reservation.
  • Support staff to ensure travel authorization is made for travelers.
  • Prepare and update communication tree every month and share to all staff.
  • Follow up on telephone lines, mobile number and related information of the government and other relevant institutions.
  • Petty cash handling and ensure payments are made on timely basis for hotel accommodations and flight service providers.
  • Stationary control and request stationary items to different units in timely manner which includes raise stock request to replenish office stationery and issue stationary and maintain records on register and prepare monthly report on usage.
  • Facilitate/leads the regular all staff meeting/event arrangements and services.
  • Ensure the office is maintained to good standard and liaise with logistics for repairs if any.
  • Work closely with cleaners to ensure that rooms/ office and toilets are cleaned on daily basis.
  • Raise requisition for the purchase of toiletries and office up keeping and ensure that toilets are adequately stocked with required items.
  • Ensure that tea/coffee is prepared and make sure that all water is placed and filed in water tankers.
  • Supervisees, leads, guides and supports cleaners and complete all performance management activities including goal setting, monitoring and annual performance reviews.
  • Provide admin support to finance, HR, logistics as may be required.
  • Performs other incidental duties as assigned by the supervisor.

Applied Knowledge & Skills:

  • Demonstrates basic understanding of the area of specialization, of program procedures, methods, and practices to include knowledge of program and staff responsibilities.
  • Uses established filing and data systems, functions, and/or procedures that require knowledge of the program.
  • Understands software used to perform day-to-day functions.
  • Uses basic office software programs, information systems, and office equipment to access, input, and verify standard information.
  • Communicates information clearly to staff, clients, and/or public about services, processes, and procedures using prescribed or established guidelines.
  • Utilizes program specific terminology.
  • Gathers readily available information from office records to drafts e-mails, memos and other documents.
  • Ability to proofread documents for grammar, spelling, punctuation, and basic formatting.
  • Ability to gather, recommend and summarize data for reports, finds solutions to various administrative problems, and prioritizes work.
  • Requires attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Records and documents information accurately.

Problem Solving & Impact:

  • Identifies and recognizes problems that have established precedents and limited impact.
  • Provides excellent customer services in a friendly, professional demeanor to internal and external clients.
  • Detecting errors easily and quickly within the immediate work unit resulting in minor disruption or expense to correct.

Supervision Given/Received:

  • Normally receives detailed instructions on all work.
  • Close supervision involving detailed instructions and frequent monitoring of work performance.
  • Contacts are primarily within immediate work unit.
  • Contacts involve obtaining or providing information requiring little explanation or interpretation.

Education:

  • College Diploma/BA in Secretarial Science or Office Management, Business Management, or related field

Experience:

  • 4-5 years of relevant work experience for diploma holders and 2-3 years of relevant work experience for degree holders.

Typical Physical Demands:

  • Typical office environment.
  • Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
  • Ability to sit and stand for extended periods of time.
  • Ability to lift/move up to 5 lbs.

Technology to be Used:

  • Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

  • Less than 10%

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

 

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