CBM Ethiopia Country Office Administration Assistant Jobs in Ethiopia

CBM Ethiopia Country Office Administration Assistant Jobs in Ethiopia

Job Id: 220930

Category: Business and Administration, Logistics, Transport and Supply Chain, Purchasing and Procurement

Location: Addis Ababa

Career Level: Mid Level ( 2+ - 5 years experience)

Salary:

Job Description

Christoffel Blindenmission (CBM) is an international Christian development organisation. CBM envisages an inclusive world in which all people enjoy their human rights and achieve their full potential.

CBM’s aim is to contribute to transformative change in structures, systems and attitudes which will bring about an improved quality of life for people with disabilities living in poverty, their families and their communities.

Based on its Christian values and over 100 years of professional expertise, CBM addresses poverty as a cause, and a consequence, of disability, and works in partnership to create a society for all.

CBM is a child-safe organization and promotes safeguarding of adults at risk as well. CBM is committed to keeping children safe globally from abuse, through awareness raising, prevention, responding and reporting, as well as through the implementation of CBM Safeguarding Policy.

All CBM staff members are strictly required to comply with the Code of conduct. CBM opposes and does not act as a willing party to wrongdoing, e.g. corruption, bribery or other financial impropriety, safeguarding abuses, personal misconduct, or illegal acts in any of its activities.

CBM has a clear policy for prevention of Fraud and Corruption and all CBM staff members are strictly required to comply with it.

CBM personnel are expected to conduct themselves in a manner that reflects honesty and integrity, and that maintains the effectiveness, values and mission of the organisation.

These standards of conduct are maintained despite possible prevailing contrary practices elsewhere.

Core Purpose

Acts in the Role of Administration Assistant in a Country Role:

Under the general supervision the Administration Officer, the Administration Assistant ensures timely and cost effective coordination of all travel and logistics, booking of conferences hall, meeting rooms and procurement services

Main Activities

General administrative support

Coordinate logistics and organization for conferences, workshops, hotel, airport transfers and other local travel arrangements, and itineraries as required with local staff and with representatives from the wider CBM community visiting the country.

Arrange flight bookings, local transportation, for staff and visitors based on approved Terms of Reference for each trip.

Coordinates internal meetings and conferences including meeting venue bookings, catering requirements, sets up the room with audio-visual equipment and flip charts and tends to other requirements of meetings.

Provide assistance in obtaining visa forms and forwarding visa package for further processing.

Meet and assist guests at the reception in a professional and polite manner, and ensure that the front office is manned at all times.

Coordinate the distribution of outgoing and incoming mail and phone calls routed through the reception.

Coordinating general office correspondence through operating the general office email and telephone communication, requests & enquiries and other communications systems, and processes to appropriate parties as required.

Maintain an up at date record of staff movement for travel tracking for security management

Develops and maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files) of departmental files, manage the library of CBM resources, including the reception area information/literature
Maintain staff clock in and out occurrence book at the reception area.

Receive and register office kitchen, housekeeping

and stationery supplies in an efficient and accountable manner, and make procurement requests to enable uninterrupted supply to the office

Liaise with relevant service providers for faulty telephone lines, taxi, water, stationery and such other providers in the area of work and for timely services.

Comply with all safety and health procedures and requirements at CBM and, at all times ensure your own safety and health and that of other persons who may be affected by your acts or omissions at CBM

Procurement and asset management

Receive procurement requests, confirm budget approval, send out for quotations, organize the Procurement Committee’s meetings, draft the minutes of the meetings, deliver purchase orders and receive the goods timely, and in consistency with the procurement process.

Receive procured goods as per acceptable quality, specification and quantity, and finalize all related documents as guided by CBM procurement guidelines, within agreed timelines.

For international procurements, Liaises with clearing agent and ensures timely availability of documentation

Trace, track and expedite purchase processes and maintain contact with vendors and customers to ensure timely delivery of goods
Custodian of the office store including managing stock levels for office supplies, stationery, communication merchandise provide reconciliation and raise purchase requests.

Ensure that the filling system of records of all stock movements are documented

Reports any damages or loss of equipment or assets in a timely manner.

Ensure all assets are tagged accordingly.

Execute the stock take quarterly

Additional Duties

Perform ad hoc activities which are either by their nature related to his/her normal duties or evolve from operational requirements.

Carry out role-specific responsibility to safeguard children and adults at risk (as guided by CBM’s respective policies) and enforce this with any colleagues and partners.

Performance Criteria

Front office is manned

Efficient Inventory Management Records

Updated shared calendars

Efficient and timely bookings

Monthly reports on procurement services

Timely response to internal and external queries

Updated security list

Reports to: Administration Officer

Job Requirements

Pre-Requisites

Education, Knowledge & Professional Experience

Bachelor’s Degree in a relevant field, such as Business Administration, Procurement, Logistics, Management or any other relevant field.

At least 2 years of related work experience, preferably with international NGO preferred.

Related work experience in a busy office
Valid driving license

Well spoken, with ability to communicate clearly and concisely.

Ability to cope under pressure and meet deadlines.

Ability to efficiently handle a range of tasks concurrently to meet different needs

Ability to integrate into a multi-cultural environment.

Ability and willingness to learn.

Able to work independently, and as a member of a team.

Reflects CBM values in daily work.

Languages

Good written and verbal English;

Local Language (professional proficiency / advantageous)

Tools

Computer literate, experience in Microsoft

Packages: Outlook, Word, Excel.

Core Competencies

Organisational competencies

Professional Knowledge

Fostering Teamwork

Attention to Communication

Customer / Service Orientation

Initiative

Results Orientation

Flexibility

How to Apply

Candidates with the required profile and proven experiences, who meet these qualifications, are invited to submit via e-mail, a meaningful letter of motivation, stating why he/she wishes to work for CBM, CV, three professional references and salary expectations to:

By email to info.ethiopia@cbm.org within 10 working days after announcement of this vacancy.
Office telephone: +251 116 629703/06/08


CBM encourages persons with disabilities who qualify to apply for this position.

Only short-listed candidates will be contacted.

CBM Ethiopia Country Office Administration Assistant Jobs in Ethiopia