Cooperative Development Foundation of Canada Administrative Assistant Jobs in Ethiopia
Cooperative Development Foundation of Canada Administrative Assistant Jobs in Ethiopia
Project SummaryThe Cooperative development Foundation of Canada (CDF) has received a multi-year grant from Global Affairs Canada (GAC).
The project, entitled “ 4R Nutrient Stewardship Program (4R –NSP)”, will be implemented in partnership with Fertilizer Canada alongside a representative of manufacturers, wholesale and retail distributers,
The International Plant Nutrition Institute (IPNI) and the Ethio – Wetland and Natural Resource Associations (EWNRA), a local implementing partner.
The goal of the project is to improve the socio-economic well-being and resilience of smallholder farmers, particularly women through improving agricultural productivity and sustainability.
This project will promote the 4R fertilization method (right time, right rate, right source and right type) through lobby and advocacy initiatives with the national government.
It will also support smallholder farmers to address fundamental causes of food insecurity while laying the foundation for long term economic prosperity.
CDF Canada is an international development organization building prosperity in communities around the world
We work with local partners in Africa, Asia and Latin America to establish and grow community-owned co-operatives to help people achieve more prosperous, self-reliant lives.
Position Summary
The Administrative Assistant is reporting to the Country Manager.
She/he will provide support to office operations, supporting staff, performing a variety of administrative processes, while ensuring high quality and accuracy of work.
Secretarial
Ensure all incoming mail is distributed to the appropriate persons in a timely manner and that all outgoing mail reaches its destination within a reasonable period of time. And maintain records of incoming and outgoing correspondences,
Take minutes of different meetings as requested,
Arrange hotels bookings for staff members and international visitors,
Book flights for staff based on approved travel request considering fare evaluation for international tickets. Follow up with itineraries and respond to travellers’ queries about lodging in country. Provide international visitors with necessary support including visas, work permits, organization of security brief, mobile phones, etc.
Receive and direct all incoming calls to the appropriate staff.
Make appointments upon request, photocopying, placing telephone calls and receiving telephone messages.
Schedule, confirm and/or organize appointments, meetings, business-related travel for authorized travels and other commitments as requested.
Provide support towards organization of internal and external events, conferences, workshops and retreats
Administrative and Accounting
Handle and manage petty cash according to finance procedures.
Handle and manage bank checks in secure manner, process check payments,
Ensure appropriate withholding/payments of tax of vendors and staff, and ensure timely payments,
Keep up-to-date lists of names and addresses of partner organizations, officials of the host government ministries, members of the
diplomatic corps and emergency services for use by office staff,
Help organize shipments, customs clearance arrangements, and preparation of shipment documents.
Facilitate and coordinate travel logistics, hiring of vehicles, hotel bookings etc. for domestic travels,
Manage office key and access in most secure manner,
Controls coffee/tea and water consumption and maintain a register to track monthly, quarterly and semi-annual consumption,
Controls office supplies, maintain adequate amount of stock, track consumption/distribution to staff, and provide monthly, quarterly, and annual consumption reports,
Checks goods against purchase orders, suppliers invoices and or packing lists, and ensures that the goods are in good condition on the relevant goods receiving note;
Personnel Functions
Controls attendance of Country Office personnel, check timesheets are correctly and regularly filled in and filed both in hard copy and soft copy.
Assist in completeness and timeliness of Country Office HR files, ensure proper records are maintained during recruitment, facilitate staff on boarding,
Support in processing internal and/or external announcement of vacancies, recruitment process and other HR activities as required,
Maintain track of all kinds of leaves of staff as per HR handbook, provide reminders and leave balances,
Follow up the timely payment/reimbursement of staff social security contributions, and medical insurance expenses.
Facilitate issuance and settlement of travel advance/perdiem for staff, fulfilling all preconditions such as travel plan, travel authorization, travel report, and settlement forms,
Checks goods against purchase orders, suppliers invoices and or packing lists, and ensures that the goods are in good condition on the relevant goods receiving note, and Other tasks assigned.
Job Requirements
Abilities/Skills and required qualifications
Excellent communication and interpersonal skills to work in a multi-disciplinary team setup.
Flexible and willing to work under pressure.
Ability to prioritize.
Computer literacy and ability to use MS Word, Excel and Microsoft Outlook, and web based intranet platform.
Bachelor Degree in Secretarial Science and Office Management or other business related fields.
3- 5 years proven progressive working experience in iNGOs.
Fluent in Speaking/Reading/Writing English Amharic and other local working language is required,
Success Factors
A clear understanding of Administrative Assistance role willingness and ability to enforce compliance with CDF Canada and GAC policies and procedures is essential.
A demonstrated ability to work timely and accurately, meet deadlines and process information in support of program activities is necessary.
How to Apply
CDF Canada is committed to achieving workforce diversity.
Women are equally encouraged to apply. All applications will be treated with the strictest confidence.
Interested applicants can send an updated CV together with a motivation letter to bambaw@cdfcanada.coop within 10 days from the date of the advertisement.
Click here to post comments
Join in and write your own page! It's easy to do. How? Simply click here to return to NGO Jobs in Africa.
