Max Foundation Administration Assistant Jobs in Ethiopia
Max Foundation Administration Assistant Jobs in Ethiopia
Purpose of the Position The Admin Assistant will be responsible for secretarial, record keeping, store keeping and human resources administration, and managing petty cash.
This involves office management (office equipment, supplies, filling, etc.), communications (letters, internet/emails, and reception), procurement, petty cash handling and making authorized payments as well as human resources management.
It is a multi-task position that require excellent communication skills and an upbeat attitude.
Job description
Administrative support
Provide excellent customer service
Support planning activities for program and management staff travel plan
Maintain calendars, schedules and coordinate appointment for the country director and other staffs
Set up and maintain effective office files and keep corresponds and reports available for reference and efficient operation; especially,
keep confidential documents in safe place.
Maintain all kinds of register (attendance, stock, fixed asset, etc)
Manage the repair and maintenance of office vehicles and office equipment
Ensure the daily e-mail checking and downloading of documents and their delivering.
Receive and transmit local and international telephone calls, electric mails, and faxes.
Coordinating domestic and international travel, including flight, hotel, and car rental reservation
Manage office supplies and make proper stocks
Ensure effective vendoring process and contract administration
Accounting Management:
Maintain financial registers (check, advance, receipts, vouchers,
Perform basic bookkeeping works like:
Record and post all daily transaction in the book of accounts through proper cod
Ensure all expenses made are reasonable, accurate and in compliance with cost principles and procedures of the program
Ensure all expenses are verified the validity and accurate of reliable, reasonable, and approved by a designated person before payment
Ensure all accounting source documents are accurately preserved and all financial information are kept confidentiality
Prepare monthly report on all proceeds, contributions, miscellaneous expenditures, advance and income tax, pension as required by the management
Reconcile daily cash balance in hand
Prepare statement of accounts, monthly basis
Prepare financial report and budget variance analysis
Prepare bank reconciliation statement at the end of
each month
Ensure timely order for office supplies, checking of party invoices, employee expenses, payments and maintains accurate records and control reports
Provide additional support to project staff as requested
Human Resources administration
Implement and maintain a personnel records system to provide up to date details of employment, contracts, job histories, staff leave, attendance
Manage and address all staff personal issues following the HR manual
Assist in staff recruitment and disciplinary issues
Follow-up on the performance of all staff working in the Country office.
Maintain good working relationships in the workplace.
Provide general administrative support
Job Requirements
Education and year of experience:
College Diploma in Accounting/Secretarial Science/Office Management/other related fields from recognized college Or BA in Accounting/Management and relevant trainings
Five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders
Experience with NGO is of an advantage
Knowledge, skills, and abilities
Excellent written and verbal communication skills in English and Amharic. Proficiency in other language a plus
In-depth understanding of Microsoft office applications including Word, Excel, and Outlook as well as internet/emails
Ability to act in a professional and ethical manner
Good time management skill
Ability to organize a daily workload by priorities
Ability to adapt to the existing environment
Willingness to multi-task and work on own initiative
Experience on store and management
Attention to details
Competencies
The admin assistant should demonstrate competence in some or all of the following:
Drive Results- Demonstrate ownership, responsibility and a positive optimistic “can do approach” in delivering excellence
Team play- Cooperate with and support colleagues work towards a common goal, work across functional/departmental boundaries
Interpersonal Effectiveness/Managing relationship- communicates openly and clearly, is sensitive the way a message received interacts with other with sensitivity and respect
Change orientation- anticipate problems and focuses on seeking solutions and is willing to be challenged and challenge others
How to Apply
Please send your CV and your Expression of Interest to Max Foundation Ethiopia Country Director, Manaye Seyoum. Email: manaye@maxfoundation.nl
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