Office Administrator

• Job title Office: Administrator
• Department/Team: Programmes / Ethiopia Country Programme
• Job Family OSS – Operational Support Services
• Job Code: OSS004
• Reporting to: Finance and Admin Manager or Project Manager-Coordinator
• No. of direct reports: N/A
• Budget holder responsibility: N/A
• Location: Bensa Daye-Ethiopia
• Grade: 3
• Contract type: Fixed Term Contract
• Hours: 40 hrs per week

Role purpose

To ensure smooth and efficient day-to-day operations within the office environment. To manage administrative tasks, maintain office supplies, coordinate schedules, and facilitate communication among team members.

Key responsibilities

Secretarial support

▪ Organise and schedule appointments for project staff
▪ Receive, record and distribute mail, correspondence memos, letters, faxes and forms.
▪ Assist in the preparation of regularly scheduled reports.
▪ Develop and maintain office filing systems (paper and electronic).
▪ Support field data entries when necessary.

Front office management

▪ Manage front office operations that preserve and enhance the image of Ripple Effect.
▪ Maintain contact lists.
▪ Liaise with the main Ripple Effect office book travel arrangements for staff, donors and other project visitors and offer other logistical support.
▪ Act as the point of contact for internal and external clients visiting the office.
▪ Provide prompt feedback from management, stakeholders etc.

within the office and to field staff.
▪ Ensure proper arrangement and coordination for office Security.
▪ Ensure periodic maintenance to the office building whenever necessary.

Financial and general administration support

▪ Manage office petty cash and a petty cash register, recording
all transactions in ledger book/analysis book, reconciling, and submitting expense reports.
▪ Receive and facilitate the processing of staff finance requests.
▪ Support the project coordinator to update and maintain office policies and procedures.
▪ Receive and file staff timesheets.
▪ Liaise with management and senior administrative assistant to handle requests and queries from senior managers.
▪ Ensuring office utilities payments are completed within the required timelines.

Management of organisational assets and consumables

▪ Maintain up to date asset register.
▪ Maintain an inventory of all assets procured by the project in accordance with Ripple Effect requirements.
▪ Order, procure and maintain where necessary office supplies.
▪ Administer insurances and arrange insurance cover for office vehicles and motorbikes as needed.
▪ Book for inspection and evaluation for the Vehicles and Motorbikes booked in a timely manner for insurance
requirements.

Other duties

▪ Ensure compliance with Ripple Effect policies and all relevant legislation.
▪ Act at all times according to Ripple Effect’s values and in support of its Africa Forward Together approach.
▪ To undertake other duties of a similar nature as reasonably required by the line manager.

Safeguarding

At Ripple Effect, we are committed to creating a safe and rewarding environments for all our people, including staff, participants, partners, volunteers, children, and vulnerable adults. It is a shared responsibility to ensure that everyone is treated properly and protected from harm, exploitation, and abuse. To fulfil this commitment, we have established a robust Safeguarding Policy that everyone working with us is expected to follow, along with a confidential whistle-blowing procedure that allows individuals to raise any concerns they may have.

Person specification

Qualifications

Essential:

▪ Minimum of diploma in business management/administration & CPA part 2 or equivalent from recognised institutions.

Desirable:

▪ Bachelor’s degree in business management/administration.

Experience and knowledge

Essential:

▪ Good level of experience in a similar office administration position.
▪ Thorough understanding of office management procedures.
▪ Experience with handling petty cash.

Desirable:

▪ Good level experience with accounting and bookkeeping.

Skills and attributes

Essential:

▪ Excellent organisational and time management skills.
▪ Demonstrate a high level of initiative and attention to detail.
▪ Effective written and verbal communication skills.
▪ Proficiency in MS Office.
▪ Analytical abilities and aptitude in problem-solving.
▪ Administrative and office management skills.
▪ Good secretarial skills.
▪ Ability to work under pressure and with short timelines.
▪ A team player who is a problem solver, enthusiastic, highly motivated and with ability to multi-task.
▪ Self-motivated.
▪ Professional, honest and trustworthy.
▪ Commitment to Ripple Effect’s mission.
▪ Commitment to uphold our values of integrity, accountability and compassion.
▪ Respect for Ripple Effect’s Christian background and ethos.

What we Offer

How to Apply

Key Dates

Key Contact

Equal opportunities

Ripple Effect is dedicated to fostering an inclusive environment, and we welcome applications from all
individuals, embracing diversity in all its forms.

• File: Job description