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Admin Coordinator

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Category:
Business and Administration, Development and Project Management, Management
Location:  Bahirdar, Amhara
Career Level:  Mid Level ( 2+ – 5 years experience)
Employment Type:  Full time
Salary:  As per the salary scale of the organization

 

Job Description

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.

SAFETY AND SECURITY RESPONSIBILITIES
• Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
• Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;
• Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
• Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human Resources.
GENDER RESPONSIBILITIES
• Provide adequate time to staff to participate in gender sensitivity workshops and related events.
• Through observation, interviews, and spot-checks, ensure that the staff planning, Implementation, monitoring and Evaluation process is gender sensitive.
• Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.
SAFEGUARDING POLICY:

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Job Requirements

QUALIFICATIONS
EDUCATION/TRAINING
• BA in Management or other related discipline
EXPERIENCE
• At least four(4) years of experiences relevant to the post
• Ability to perform multiple tasks simultaneously.
TECHNICAL SKILLS:
• Ability to establish and maintain effective working relationships with subordinates, associates, other department directors and managers and external bodies.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;
• Excellent verbal and written communication skills in English, working area language (Amharic) and other local languages
• Effective interpersonal skills, intuitive, tact and a high sense of responsibility,
• Sensitivity to different aspects of diversity (cultural, religious, disability), firm belief in teamwork.
• Quantitative and qualitative data analysis skills
• Computer skills (word, Excel);
COMPETENCIES
• Coaching, initiating action, communicating with impact, innovation, planning and organizing, building partnership, facilitating change, adaptability.

How to Apply

Women Candidates are highly encouraged to apply

Competent candidates can submit ONLY their application and CV to: recruitment_fhe@fh.org

Candidates MUST refer the position title “Admin Coordinator” on the subject line of their email and applications. 

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