Internship – Operations Assistant (4 Required)

About Ayuda en Acción:

Ayuda en Acción Foundation is a secular, non-partisan international non-governmental organisation (NGO) established in 1981 with a global commitment to fight against poverty, inequality, and exclusion. Its headquarters is in Madrid, Spain. The organisation operates in 20 countries within Africa, South and Central America and Europe (Spain, Portugal). In Ethiopia, Ayuda en Acción has supported a wide range of humanitarian and development interventions through local and international partners between 2002 and 2017; and as an independent country programme since 2018. Ayuda en Acción Ethiopia aspires to tackle poverty, inequalities and exclusion that perpetuate poverty. The organisation places women, men, girls, and boys at the centre of its efforts in the country, giving an impetus to strengthen people and institutions capacities to meaningfully contribute to development and dignified life of all in Ethiopia. To achieve its mission, Ayuda en Acción Ethiopia has worked in the regions of Afar, Oromia and South Ethiopia in close cooperation with local and international partners, international research institutes, public agencies, and private sector actors.

Objective:

Ayuda en Acción Ethiopia invites competent and qualified candidates to apply for the internship position of the Operations Assistant for its Head and Area office programmes.

The Operations Assistant Intern provides cross-functional support to ensure smooth day-to-day operations across finance, logistics, HR, and administration. The role is designed to give the intern practical exposure to organizational operations, while building skills in finance, HR management, logistics coordination, and office administration. The intern will assist with documentation, coordination, and operational tasks. The role requires accuracy, confidentiality, and effective coordination with different teams.

Key responsibilities:

• Finance and accounting support:

• Prepare and process financial vouchers and journal entries accurately.
• Validate, scan, archive, and maintain financial documents for accuracy, compliance, and audit readiness.
• Support payment processing, petty cash, per diems, bank letters, and CPOs.
• Assist with financial reporting, reconciliations, and audit preparations.
• Verify accuracy, authenticity, and authorization of financial data; perform error checks.
• Reconcile cash balances and assist with banking tasks.
• Ensure proper data entry, secure custody of financial documents, and adherence to internal policies and regulatory standards.
• Support the timely payment and proper documentation of taxes and pension contributions.

• Logistics Support:

• Support logistics and planning for internal meetings, workshops, travel, and events.
• Track and manage office supplies, assets, and equipment.
• Support storekeeping by checking and maintaining inventory records.
• Assist in procurement processes by preparing documentation, filing, and following up.
• Support logistical arrangements for staff movements and field activities.
• Assist the accurate recording of purchases (GRNs) and timely issuance of store vouchers (SIVs).

• HR Support:

• Assist with recruitment logistics (scheduling interviews, contacting candidates).
• Support in maintaining and updating staff files and HR records.
• Support onboarding and orientation processes for new staff.
• Assist with organizing staff trainings and welfare activities.
• Handle confidential HR information with integrity and discretion.
• Work closely with HR staff to ensure proper validation and documentation of processes.

• Administrative Support:

• Provide general administrative support, including photocopying, scanning, and organizing files.
• Maintain organized filing systems for correspondence, reports, and records.
• Provide clerical and operational support as needed to management and teams.
• Collaborate with different departments to ensure smooth day-to-day operations.
• Carry out any other duties assigned by supervisors to support efficient office management.