Administrator

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 2.7 million patients in 50 countries globally, 15 of these countries being in Africa, and is headquartered in Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand the delivery of healthcare and influence over strategies with the sole aim of saving more lives.

Currently, AHF-Ethiopia is supporting 28 high-load public health facilities, one NGO, and one AHF-owned clinic providing standardized comprehensive HIV care and prevention service for more than 93,000 clients in Addis Ababa, Oromia, Amhara, Sidama, and Tigray Regions. Besides, we provide free HIV testing and counseling services to More Than 100,000 individuals every year.

To deliver the said services effectively and efficiently, AHF-Ethiopia wishes to recruit a dynamic, skilled, committed, self-driven, and result-oriented professionals to fill required positions.

Position Summary:

The Administrator is responsible for ensuring effective office administration, staff support, and proper management of organizational assets and inventory. The role ensures smooth day-to-day operations of the country program by coordinating administrative services, maintaining an orderly work environment, and supporting personnel management and simple financial processes.

The Administrator supports compliance with AHF policies and procedures, ensures proper documentation and record keeping, manages office resources efficiently, and assists with HR and finance-related administrative functions. This position works closely with the Operations Officer (who manages logistics, fleet, and procurement) to provide seamless back-office support that promotes organizational efficiency and staff wellbeing.

Essential Duties and Responsibilities:

1. Office Administration and Coordination:

• Oversee day-to-day administrative operations of the AHF office and ensure a functional, well-maintained working environment.
• Provide administrative support across departments and ensure timely communication and coordination of office activities.
• Support the Finance & Administration Manager in personnel administration tasks such as attendance tracking, leave management, and maintaining staff files.
• Maintain accurate and up-to-date office documentation, correspondence, and filing systems (both electronic and physical).
• Coordinate meetings, training, and staff welfare activities including logistics arrangements within the office.
• Ensure adherence to AHF administrative and HR policies, procedures, and internal control systems.

2. Human Resource Administrative Support:

• Support HR-related functions including recruitment logistics, onboarding, maintaining up-to-date staff files, and attendance tracking.
• Manage leave records and ensure accurate data is shared with the HR department.
• Support the preparation of HR reports and assist with performance appraisal documentation.
• Facilitate internal staff communication and welfare-related initiatives.
• Maintain confidentiality and integrity in handling employee records and information.

3. Office Property and Facilities Management:

• Ensure proper maintenance and functionality of office premises, furniture, and equipment.
• Coordinate routine repairs, maintenance requests, and service provider visits.
• Manage contracts for security, cleaning, maintenance, and utilities, ensuring timely renewal and compliance.
• Track and maintain the office asset register, ensuring proper tagging, movement tracking, and record updates in collaboration with the Operations Officer.
• Support the Finance & Administration Manager with insurance documentation and asset verification exercises

4. Office Inventory and Supplies:

• Manage office supplies, stationery, and consumables, ensuring adequate stock levels and timely replenishment.
• Maintain stock records and ensure monthly reconciliation of issued items.
• Prepare and submit monthly inventory reports and ensure proper documentation of all movements using standard forms.
• Ensure accountability and cost efficiency in the use of office materials and consumables.

5. Financial and Bookkeeping Support:

• Act as the petty cash custodian, ensuring accurate record keeping, reconciliation, and timely replenishment.
• Process payment requests for utilities, rent, and other service provider invoices in accordance with financial procedures.
• Maintain proper filing of administrative and financial support documents for audit readiness.
• Support preparation and monitoring of the administrative budget, highlighting any variances for management attention.

6. Office Safety and Security:

• Support enforcement of safety, health, and security measures in the office environment.
• Liaise with contracted security and cleaning service providers to maintain order and hygiene.
• Report any incidents or risks affecting staff or property promptly to the Finance & Administration Manager.

7. Other Duties

• Perform any other related duties assigned by the Finance & Administration Manager to ensure effective administrative and HR support to the Country Program.

Education, Qualification, and Experience

• A minimum of Bachelor’s degree in business administration, Management, Human Resource Management, or a related field (Master’s level degree is desirable).
• At least five years of experience in office administration, HR, or administrative finance roles.
• Experience working in an international NGO preferably operating in HIV/AIDS, healthcare delivery systems, or related fields
• Should have adequate knowledge in use of computer applications, especially MS Excel & MS Word, and Internet Explorer skills, plus knowledge in usage of Accounting Software
• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages
• Follow instructions given in both verbal and written format
• Effective time management and meeting deadlines maintaining quality
• Flexible, proactive and able to organize work independently with minimum supervision
• Good interpersonal interaction skills and keen to work with good team spirit