Office Assistant/Administration Assistant

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Details of the vacant position

• Work Unit: Humanitarian Supply Chain Department
  • Reports to: Humanitarian Supply Chain Director
  • Terms of employment: Permanent after probation period

II. Job Summary

The Office Assistant/ Administration Assistant plays a vital role in supporting the day-to-day operations of the humanitarian supply chain department, ensuring a well-organized and efficient workplace. Reporting to the department director, this position serves as the primary point of contact for staff and stakeholders, addressing concerns related to office safety, security, and operational needs. The Office Assistant provides essential administrative support, including managing correspondence, scheduling appointments, coordinating meetings, and maintaining office systems. This role requires strong organizational skills, attention to detail, and the ability to multitask effectively to ensure smooth office operations and enhance team productivity.

Key performance area

• Acts as a primary liaison to communicate with various stakeholders on issues and problems to ensure a safe and effective office (i.e., mechanical systems, security, etc.); serves as the primary point of contact for staff concerns related to the department.
• Ensures appropriate documentation is shared and filed with the department director on all correspondence made with all stakeholders.
• Handles routine administrative matters of the humanitarian supply chain director’s Office;
• Communicates work instructions, feedback, and directives given by the director to divisions of the department, individuals, and follows up their status
• Provides administrative support in facilitating the department activities and the staff.
• Assist the department’s overall activities to ensure the function is sufficiently covered at all times.
• Makes appointments with internal and external customers on behalf of the department and reminds him/her when they are due
• Transcribes audiovisual materials; types manuscripts and documents as needed proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials and compiles reports as instructed by the department director;
• Summarizes reports directed to the department director and presents the same on time as instructed
• Organize day-to-day office operations and procedures, including transportation, warehousing, purchasing and maintaining office supplies, and mailing and documentation.
• Assist in organizing, arranging, and scheduling regular and extraordinary meetings and discussions to be held with the department director and different stakeholders; takes minutes of meetings and gets the same duly signed by participants
• Assist in coordinating workspaces and work with the department work units to plan and execute activities of the department to enhance smooth communication and productivity.
• Oversees the coordination of the department’s work units to ensure the integration of activities for better performance and creating a good team spirit
• Ensures that the Office of the department and work units within the department is properly furnished, arranged, and kept clean
• Closely follow up the work progress of the procurement, warehouse, and transport divisions weekly/monthly plan performance and report to the director
• Summarizes reports directed to the department director and presents same on time as instructed
• Classifies and codifies all incoming documents going documents/letters/ electronic mails and properly file the same
• Manage incoming and outgoing documents, prepare reports; track office-related spending.
• Performs other related duties and responsibilities of the office as assigned by the humanitarian supply chain director.

Qualification Requirements:

• First degree/Diploma in Management, Management Information Systems, Office Management, and Secretarial Science
• 4/6 years of experience in office management and administrative support.