Administration Officer | Addis Ababa

Title: Administration Officer

No. Required: One

Location: Addis Ababa, Ethiopia

Salary and Benefits: Negotiable

Terms of Employment: Full-time, and subject to annual contract renewal

Background

The Centre for Innovative Drug Development and Therapeutic Trials for Africa (CDT-Africa) is an African center of excellence for education and research at Addis Ababa University College of Health Sciences, Ethiopia. It was established to lead high-quality regional capacity strengthening for the discovery and development of medicines (drugs, vaccines, diagnostics, and complex interventions) in Africa.

The center is now looking for a qualified and enthusiastic Administration Officer with relevant qualifications and experience. The applicant should be committed to excellence in overall operational management and in supporting the vision of the center.

The Role of the Administration Officer

The Administration Officer is responsible for overseeing and coordinating administrative functions within the center. This role involves maintaining office systems, providing administrative support to management, and ensuring efficient central operations to facilitate the center’s objectives.

The post holder will be responsible for a range of day-to-day administrative duties relevant to the core and project works of the center. She/He will proactively implement efficient systems to facilitate the work of CDT-Africa. The Administration Officer will primarily be accountable to the Center Manager. She/He will work closely with the administration of the Center and the University.

Principal Responsibilities:

Core Administrative Function:

• Provide comprehensive administrative support to the senior management including scheduling meetings and managing calendars.
• Drafting Letters in both Amharic and English languages for formal communications, drafting agreements and other documents that communicate important information to internal and external stakeholders.
• Writing management meeting minutes, following up on action items from the meetings, maintaining records and documentation related to core administrative activities.
• Oversee day-to-day office operations, office supplies, equipment, and facilities.
• Acting as a point of contact between different departments facilitating communication within the center to ensure information is shared efficiently.
• Assisting with recruitment processes, including posting job vacancies, screening applications and coordinating interviews.
• Supporting employee onboarding and training initiatives.
• Assist the Procurement department; assist in facilitating the receiving and issuing of goods, manage the stock at the tentative store as well as prepare stock report of office supplies.
• Handling internal and external staff travels.

Managing staff: Manage other administrative support staff by assigning duties and monitoring performances.

Record Keeping: Maintain accurate and organized office records, reports and correspondence, ensuring compliance with the center’s policies and regulations.

Event Coordination: facilitate center events, meetings, and training sessions, including logistics planning and coordination of resources.

Team Collaboration: Work closely with all the units and projects under the center to support their administrative needs and contribute to the team.

Additional tasks as directed by the center management.

Terms and conditions

• Salary: Attractive
• Hours of Work: Are governed by the laws of Ethiopia. However, the nature of the work is such that it might require working overtime and weekends.
• Holidays: Are governed by the rules of Addis Ababa University for project workers.
• Length of Contract: Subject to annual contract renewals.
• Probationary Period and Notice Period: There is a three-month probationary period for this role.

Required Qualification and Experience

• Education: Bachelor’s degree or MA in Business Administration, Management, or a related field (or equivalent experience).
• Experience: Previous experience in an administrative or Executive office management role of 3 years for MA and 5 years for BA holder.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong ability to prioritize tasks, manage time effectively, and handle multiple responsibilities simultaneously.
• Excellent verbal and written communication skills of both Amharic & English for effective interaction with staff and external stakeholders. A strong writing skill and an understanding of the appropriate tone and format for different types of communication is an asset.
• Attention to Detail
• Ability to identify issues and develop solutions proactively.
• Strong ability to work collaboratively with diverse teams.

Females are highly encouraged to apply