ADMINISTRATIVE ASSISTANT

• Receive visitors, provide information and guide or direct to the office of the person expecting the visitor (s)
• Provide proactive administrative support including, but not limited to, first point of contact with internal/external parties, confirming appointments, etc…
• Direct e-mail messages, letters and faxes to the right person or department
• Ensure the timely and efficient dispatch and receipt of all communications
• Type circulars, memos, reports confidential letters etc..
• Reply to basic letters and queries as agreed with FO management
• Translate correspondence between English and Amharic or other languages as required
• Provide overall support to the FO coordinating with the office administrator or head of operations for repair and maintenance of office equipment and the storekeeper for receipt of office supplies
• Ensure that the necessary stationary is available on time
• Operate the telephone switchboard
• Check monthly telephone and fax bill and report any disallowed costs to the office coordinator
• Raise PRs in People Soft for Operations team. Follow up same for the timely supply of requested items

• Support all travel and event related requests for FO team through the travel and events officer at Ho and/or in coordination with respective requesting unit from the FO
• Communicate schedule for visitors and staff from HO and provide required information to facilitate transport and accommodation requests
• Manage internal meeting room utilization and external event booking with hotels for the FO
• Provide feedback on services rendered on regular basis
• Participate in regular meetings of the admin assistant pool led by the Office Administrator or FO Leadership Team in an effort to improve processes and efficiencies

• Receive in-coming mail and dispatch out-going mail according to CARE Ethiopia’s mailing practices
• Collect and deliver incoming/outgoing correspondences from/to their respective destinations
• Establish appropriate filing/documentation system for all documents under her/his custody, both physically and electronically
• Establish and maintain a system for ease of document identification and retrieval
• Sort, register and file documents, letters, circulars and other forms of correspondence
• Keep custody of different types of contract agreements and sensitive organizational documents

• Handle photocopy and scanning requests
• Make copies or scans of correspondence, reports, etc…
• Compile reports and other documents binding them when requested
• Keep custody of stationary and ensure its availability at all times
• Ensure that photocopying, duplicating and binding machines are properly working and support access to other admin assistants for us

• Carry out other duties as required, as per the project demand.

• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

• 2 years of relevant work experience for diploma holders
• 1 year of relevant work experience for first degree
• Minimum of 6 months Care internship service
• NGO experience is a plus

• As per Job Description

CARE