Administrative Assistant

Hope enterprises, is a local civil society organization which was established in 1971. As a pioneering national NGO, it has been serving the needy through transformational investment operating seven branches and area projects in different regions, SEED project throughout the country and a university college in Addis Ababa City administration. HOPE involved in holistic human development with concrete interventions by ways of Basic care, Value maturity, Education, Competency and Sufficiency. The organization is looking for a qualified person who is able to build on what has already been achieved.

Accountable: HR and Admin Office

Summary of role:

The Administrative Assistant is responsible for providing administrative, secretarial, human resources, and cash management support to ensure efficient office operations.

General Responsibilities

• write routine letters, forms, claim forms, memorandum, reports, scientific or technical documents progress report related to thesis work and/or documents in accordance with established office routines.
• Receives and screens visitors and telephone call, takes messages, schedules appointments for professional(s) and/or management staff, students with cases and provides information to callers.
• Ensures correspondence – prioritize and respond to enquiries by letter, telephone and email, directing them as appropriate,
• Co-ordinates meetings, conference calls, preparing documentation of interviews for data collections.
• Establish efficient office systems including filing, handling confidential and sensitive information in accordance with HE policies carefully.
• Performs clerical and record keeping functions that involve significant detail, attention to accuracy and precision in performing the tasks in the prescribed manner required.
• Maintains a variety of manual and electronic documents, files and records (confidential and non-confidential) (e.g., materials received/sent, department/program budget data, employee records, staff evaluations, CV screening and related HR Tasks.
• Assists in preparation of regularly scheduled reports.

Specific duties

I. Administrative & Secretarial Duties

• Manage daily office operations and administrative activities.
• Prepare, organize, and maintain office documents, files, and records.
• Handle incoming and outgoing correspondence, emails, and phone calls.
• Schedule meetings, appointments, and maintain calendars.
• Prepare meeting agendas, minutes, reports, and presentations.
• Monitor office supplies and coordinate procurement when necessary.
• Maintain proper filing systems for both physical and electronic documents.
• Receive visitors and provide professional customer service support.
• Coordinate travel arrangements and logistics when required
• Assists in preparation of regularly scheduled reports.

2. Human Resources Support

• Assist in recruitment activities including posting vacancies, scheduling interviews, and communicating with candidates.
• Maintain employee records and HR documentation.
• Support onboarding and orientation of new employees.
• Assist in attendance management, leave tracking, and timesheet preparation.
• Support payroll data preparation and employee benefit administration.
• Ensure confidentiality of employee information and HR records.
• Help implement company HR policies and procedures.
• Coordinate staff training and employee engagement activities.

3. Cash Management & Finance Support

• Handle petty cash management and maintain accurate cash records.
• Prepare petty cash reports and reconciliations.
• Record daily cash transactions accurately.
• Assist in processing payments, reimbursements, and expense tracking.
• Ensure proper documentation for all financial transactions.
• Support finance/admin department during audits and financial reviews.
• Maintain confidentiality and accountability in handling cash and financial documents

Job Specification

Educational Qualification

• Minimum Bachler in business management or related field of study.

Work Experience

• Minimum of 2 years of relevant work experience in administration, HR, or office support roles.
• Experience in NGOs, development organizations,

Technical Skills

• Strong written and verbal communication skills in English and Amharic.
• Knowledge and skill on cash management and recording
• Knowledge of HR policies and Cash management
• Proficiency in Microsoft Office applications and communication tools.
• Knowledge of CV Screening.
• Strong report writing and documentation skills.
• Strong attention to detail and problem-solving skills.

Personal Competencies

• Excellent interpersonal and networking skills.
• Creative, innovative, and result oriented.
• Strong organizational and time management skills.
• Ability to work independently and under pressure.
• High level of integrity, professionalism, and confidentiality.
• Commitment to the mission, vision, and values of Hope Enterprises.
• Strong teamwork and collaboration skills.