Admin Coordinator

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply on the following position:

Position:                                           Admin Coordinator

Duty Station:                                    Bahirdar 

Duration of Contract:                     One year contract (Renewable with 60 working days probation period)

Salary:                                               As per the salary scale of the organization

Closing date:                                    October 9, 2021

POSITION SUMMARY: 

The Administrative Coordinator is primarily responsible for all aspects of office administration and provides support to the Regional Manager and other program staffs to maximize on service delivery and support the efforts towards the achievement of FHE goals.

MAIN DUTIES AND RESPONSIBILITIES

• Serves as a primary point of direct administrative contact and liaison with other offices and/or individuals on a range of specified issues; organizes and facilitates meetings, conferences, and other special events, as required.

• Ensure conference rooms and other meeting spaces are prepared prior to use

• Making travel arrangements, such as booking flights, cars, and making hotel reservations.

• Coordinate with human resources to handle payroll and personnel databases

• Follow office procedures and work with the human resources team to make changes to office policies.

• Maintain organization of the office and ensure office efficiency. Manage office inventory in an effective manner. And work closely with the FHE vendors.

• Overseeing office resources, budgeting, vendor management, and office supplies.

• Ensure for the compliant processing of all training materials, training venues, catering services, among others that are needed for the program operations according to the Procurement Policy

• Ensure the collects and maintain lists of major suppliers and current market prices of frequently required commodities for planning purposes;

• Coordinate transportation and accommodation arrangements for staff for field visits. Collect transportation needs from each department and provide a coordinated and cost-effective transportation service

• Accountable for the compliant processing of all training materials, training venues, catering services, among others that are needed for the program operations according to the Procurement Policy

• Undertake follow-up on the availability of sufficient materials in the store. Generate Purchase Requisitions for all stocked items that are at minimum, or below reorders point.

• Maintain and update Property Log for all properties provided to staff.

• Coordinate in the periodic physical count of items in the stores. This will include organizing materials in storerooms, grouping like items together, getting the stores cleaned before the date of stock take, segregating damaged items, and rearranging stock items as necessary so that all like items are stored in the same location to prevent errors and misidentification of stock.

• Coordinate the materials distribution activities. Ensures and follows up that acknowledgement receipts for goods delivered to respective places are received

• Ensure that proper safety precautions are taken. This includes timely renewal of insurance, periodic assessment of insurance policies to ascertain adequacy, inclusion of newly acquire items in the insurance, installation and timely refill of fire extinguishers, implementation of gate pass, etc.

• Perform other tasks as assigned by the immediate supervisor.