Documentation and Administrative Assistant

Organization: REACH Ethiopia

Project: Expertise France – Afar Project

Job Title: Documentation and Administrative Assistant

Reports to: HR and Admin Manager

Duty Station: Addis Ababa, Ethiopia

Employment Type: Full-time, Fixed-Term Contract

No. of Positions: One (1)

Salary Scale: As per the organization’s salary structure

Date Posted: October 20, 2025

Application Deadline: October 29, 2025

Category: Administration & Documentation

Job Description

1. Organizational Overview

REACH Ethiopia is a nonprofit organization registered as an Ethiopian Residents Charity, committed to advancing community development through innovative, evidence-based health programs. Since 2013, REACH Ethiopia has implemented community-based TB care and integrated health service projects in Dire Dawa, Sidama, SNNP, Afar, and parts of the Oromia Regions. In collaboration with the Ministry of Health and the Afar Regional Health Bureau, REACH Ethiopia is currently implementing the Expertise France – Afar Project, which aims to reduce TB morbidity and mortality and accelerate progress toward the National End TB targets by 2035.

2. Position Summary

The Documentation and Administrative Assistant is responsible for managing and organizing all project documentation, records, and administrative processes. This position ensures that both physical and digital documentation systems are efficient, secure, and accessible while supporting the overall administrative operations of the project. The role requires an organized, detail-oriented, and proactive individual with strong administrative and communication skills.

3. Key Responsibilities

Documentation and Record Management

• Develop and maintain efficient filing and documentation systems (both hard and soft copies).
• Scan, upload, and archive project and administrative documents in an organized and retrievable format.
• Label, index, and catalog files to ensure easy identification and retrieval.
• Maintain confidentiality, integrity, and security of all organizational records.
• Regularly back up digital archives and ensure proper storage of physical files.
• Track document access and maintain transfer logs.
• Support staff in locating and retrieving required documents promptly.
• Dispose of outdated or duplicate files in line with organizational policy.

Administrative and Office Support

• Handle general office administrative tasks, including photocopying, printing, scanning, and binding.
• Support in organizing meetings, workshops, trainings, and other project events.
• Maintain attendance sheets, meeting minutes, and event documentation.
• Manage and track office supply requests and maintain stock records.
• Process utility, service, and supplier payments in coordination with the finance team.
• Maintain contact lists, correspondence logs, and administrative records.
• Assist with travel and logistical arrangements for staff, partners, and visitors.
• Ensure office equipment and facilities are well maintained and functional.

Communication and Coordination

• Maintain effective communication with project and operations teams for documentation and logistics support.
• Facilitate internal document flow and ensure timely sharing of information with relevant departments.
• Provide administrative support during audits, monitoring visits, and project reviews.

Compliance and Quality Assurance

• Ensure documentation and archiving practices comply with REACH Ethiopia and donor requirements.
• Support the implementation of standardized templates and documentation tools.
• Participate in regular quality checks of documentation systems to ensure data completeness and accuracy.

Other Duties

• Participate in staff meetings and contribute to administrative planning and coordination.
• Perform additional tasks as assigned by the Project Manager or Operations Officer.

. Required Qualifications and Skills

• Education: Bachelor’s degree in Business Administration, Management, Information Management, or related field.
• Experience: Minimum of two (2) year of experience in documentation, records management, or administrative support.
• Skills and Competencies:
– Strong organizational and record-keeping skills.
– Proficiency in Microsoft Office (Word, Excel, Outlook, and Teams).
– Excellent communication and interpersonal abilities.
– High level of accuracy and attention to detail.
– Ability to multitask, manages time effectively, and work under pressure.
– Demonstrated integrity and ability to handle confidential information responsibly