Office Assistant

Organization Background

Since 1997, Willows International (WI) has developed and implemented the Willows Box System, a client management approach that strengthens community-level health services and improves access to tailored reproductive health information, referrals, and follow-up. Over the past three decades, WI has supported more than three million women and their partners to make informed reproductive health and family planning decisions.

In Ethiopia, WI is working with the Ministry of Health to strengthen the Health Extension Worker (HEW) program in Oromia, Amhara, and Sidama regions. The project focuses on improving client management systems, enhancing HEW effectiveness, and institutionalizing the Willows Box System to deliver personalized services, improve follow- up, and strengthen referral linkages—ultimately aiming to improve family planning and reproductive health outcomes.

Position Summary:

The Office Assistant provides administrative and clerical support to ensure efficient day- to-day office operations. The role supports program, finance, and operations teams through coordination, communication, and logistical assistance while maintaining an organized and professional office environment. The office Assistant reports to the Finance and Operations Manager

Key Responsibilities

1. Administrative Support
   • Perform general administrative duties, including filing, photocopying, scanning, and data entry
   • Organize and maintain both physical and electronic filing systems
   • Draft, edit, and manage routine correspondence, reports, and documents
   • Support staff with day-to-day administrative tasks
2. Communication & Front Desk Management
   1. Answer, screen, and direct phone calls and emails professionally
   2. Receive and assist visitors, ensuring a welcoming office environment
   3. Manage incoming and outgoing correspondence
3. Office Operations & Supplies
   1. Maintain office supplies inventory and initiate procurement when required
   2. Ensure the office environment is clean, organized, and functional
4. Scheduling & Coordination
   1. Manage calendars, schedule meetings, and coordinate appointments
   2. Arrange travel logistics, including transport, accommodation, and itineraries
   3. Support coordination of team travel and movements
5. Program & Event Support
   1. Assist in organizing workshops, trainings, and meetings
   2. Coordinate logistics, including venue booking, materials preparation, and equipment setup
   3. Provide on-site support during events (registration, materials distribution, logistics coordination)
   4. Facilitate per diem payments and assist with settlement of related expenses
6. Procurement & Logistics Support
   1. Support procurement of office and program materials in coordination with finance and operations teams
   2. Assist in the preparation, duplication, and binding of training and program materials
   3. Coordinate vehicle requests and other logistical arrangements
7. Finance Support (Basic)
   1. Assist with basic record-keeping and documentation
   2. Support the finance team with administrative tasks as required

Qualifications

• Bachelor’s degree in Business Administration, management, Social Sciences, or a related field
• Minimum of 1–2 years of experience in office administration or program support

Skills & Competencies

• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in MS Office Suite (Word, Excel, PowerPoint)
• Attention to detail and accuracy
• Strong interpersonal skills and professional demeanor
• Ability to work both independently and as part of a team
• Problem-solving and adaptability
• Time management and prioritization skills

Work Conditions and Place

• The workplace is in Addis Ababa, Ethiopia.
• Travel to program implementation sites for compliance monitoring is required.
• The position is full-time.