Administrator

The Administrative Assistant is to:

• Maintain and operate quality and efficient communication services through handling incoming/outgoing calls, mail, and fax correspondence.
• Assist team members in administrative rules and regulations pertaining to the interpretation and submission of various admin forms, mail delivery form, expense payment form, Miscellaneous Expense Payment form, petty cash form, etc.
• Receive guests and visitors, provide assistance and appropriate information, and/or facilitate their visit as per schedule provided.
• Assist the office attendant in photocopying, duplicating, binding, and distributing materials, correspondence, and documents to Addis-based staff as needed.
• Send and receive mails, parcels for official business through DHL, the Post Office, or hand-carried by staff or visitors, and check the payment for such services obtained.
• Request procurement of staff communication both phone and internet on a monthly basis as per their monthly allowance.
• Assist the Administrative Manager in coordinating travel arrangements like hotel booking and reservations for meeting rooms, internal and external, in accordance with the TechnoServe travel policy.
• Assist the Senior Driver in coordinating vehicle arrangements in Addis.
• Maintain enough stock of sanitary materials and refreshments (coffee and tea) in consultation with the Senior Admin Manager.
• Maintain the petty cash fund and ensure timely replenishment.
• Collect and update all information/emergency file related to the office list of interlocutors.
• Maintain accurate and up-to-date contact lists of staff and clients using an Excel sheet and announce for all staff if there is a change.

Store Keeping:

• Receive items as per purchase order or dispatch note, and inspect their condition. Report items that are missing or in bad condition and to the Admin Manager.
• Support the office attendant by issuing and receiving store items only upon proper authorization, and by maintaining accurate bin and stock cards with updated balances after each transaction.
• Register all fixed items in the asset register book, update the register after every issuance, disposal, transfer, or receipt of all fixed assets.
• Assist in the clearance process when employment of staff terminates by ensuring all materials under the custody of the existing staff is returned.
• Handle other assignments assigned by the supervisor as required.

REQUIREMENTS / KEY QUALIFICATIONS

• Bachelor’s degree in business administration or related field.
• 2+ years of experience in office administration, petty cash handling, and storekeeping.
• Understanding of relevant legislation, policies, and procedures.
• Excellent customer service skills.
• High level of organization and efficiency.
• Clear and concise communication skills.
• Computer skills (emails, scanning, word processing) and proficiency in Google Drive, Skype, and QuickBooks.
• Ability to manage multiple tasks at once for different individuals in the office.
• Proven ability to maintain confidentiality and discretion.
• Results-focused and aware of the different challenges faced by individuals.
• Culturally aware and able to speak English and Amharic fluently.

PREFERRED COMPETENCY

• Experience in planning and coordination of events.