SPIR II Administrative Assistant

Number of Position: One

Duty station:  SPIR II Consortium Office

Strengthen PSNP Institutions and Resilience II (SPIR II) is an anticipated 5-year USAID/BHA funded Resilience Food Security Activity (RFSA) led by World Vision and including consortium partners CARE, ORDA and IFPRI. World Vision and its partners will create a strong, shock responsive ecosystem of public, private, and community level actors to support PSNP households to graduate from poverty and sustain income and food security gains in 17 targeted woredas in Amhara and Oromia regions. Building from key formative and research studies during an initial refinement period, SPIR II will use continuous learning to drive program level reflection, analysis, and adaptation.

Purpose of the position:

The SPIR II Administrative Assistant supports the SPIR II consortium team in managing administrative duties that are critical to the functioning of the team. S/he will ensure efficient operation of basic office tasks such as guest reception, scheduling appointments, answering telephones, responding to emails, maintaining electronic and hard copy documentations and managing staff meeting and training logistics. The job holder takes records of meeting minutes, shares with concerned team members and tracks administrative actions.

Major Responsibilities:

Administrative and logistics support

• Organize meeting, conference or workshop event schedules with program and operation team
• Closely work with procurement team to arranges meeting and workshop venues
• Organize major events and communicate to all concerned
• Ensure professional appearance and arrangement of office materials and furniture
• Facilitates air tickets, visas, hotel booking and transportation service for staff and event participants

Guest Reception and Communication

• Receives internal and external guests
• Scheduling appointments and connect with concerned units/staff members
• Answers calls and respond to e-mails from SPIR II stakeholders and Implementing Partners (IPs) as deemed necessary
• Maintain a record of all official communication with external stakeholders, partners, and donor representatives

Documentation

• Organize electronic and hard copy documentation back-up, in coordination with the ICT Coordinator
• Closely work with finance to archive sensitive documents

Resource management

• Make sure computers, stationeries, office supplies, asset list and other stocks are organized  and managed in  a mini-store
• Provide training materials to team members as per their needs and requests
• Issue equipment and materials required for new staffs
• Work with WVE HO store to ensure SPIR II stocks are properly stored and efficiently used
• Actively participate in annual inventory

Qualifications:  Education/Knowledge/Technical Skills and Experience

 Required Professional Experience:

• 3-4 years’ experience in similar roles
• Experience in NGOs & International organizations is an asset

Qualification required:

• Degree graduate  in Business Administration, Management or Related Field

Preferred Knowledge and Qualifications:

• Knowledge of Reception, Gust relation
• Excellent English language skills and excellent interpersonal skills
• Flexible ,efficient and cooperative
• Honest ,trustworthy and respectful
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.)

Working Environment / Conditions:

• Office based with travel to the field
• Travel: 5% Domestic travel is required