Project Hope The people to people health foundation Inc. Administrative Assistant Jobs in Ethiopia

Project Hope The people to people health foundation Inc. Administrative Assistant Jobs in Ethiopia

Job Id: 199997 | 392 Views)

Category: Admin, Secretarial and Clerical Location: Fik and Kebri Dahar, Somali Employment Type: Contract
Salary:

Job Description

Project HOPE, with its prime partner Amref Health Africa and partners, IntraHealth International, and General Electric (GE) implement the USAID Transform: Health in Developing Regions project.

The overall goal of the project is to reduce morbidity and mortality among mothers and under five children in Afar, Benishangul-Gumuz, Gambella and Somali regional states.

The project aims to increase the utilization of quality, high impact, reproductive maternal neonatal and child health and family planning services and support the Government of Ethiopia’s overall progress in ending preventable child and maternal deaths.

Number of Positions: 2 (1 Fik Cluster Office and 1 Kebri Dahar Cluster office)

Position Summary

The Administrative Assistant is mainly responsible for providing office Assistance, Finance Assistance and Event Assistance functions.

S/he shall maintain accurate & up-to-date Office Supplies, Office Equipment’s, Files, Documents and Records. Handle timely Collection and Distribution letters and Courier’s dispatches.

S/he assist in field level workshop activities by providing supplies, stationarities, and disbursing cash to workshop participants.

The Administrative Assistant works under direct supervision Office Administration Officer with some travel movement to field areas.

1. Office Assistance

Act as the main contact point in the satellite office for all office operations tasks.

Maintains and updates Office supplies records (bin card) and inform for timely replenishment of inventory by Anticipating requirements;

Monitor supplies movement in the store.

Prepare store receiving, Issue voucher and handover supplies to employees or work stations.

Maintains and updates Office Equipment’s records. Attach Asset Tag number to all Equipment.

Participate in physical count of equipment.

Follow up proper functioning and maintenance of the office equipment’s (Printers, Scanner, Computers, Fax machine, Telephone, Generator, Toilet or Water pump)
Assist supervisor in all logistics and micro-procurement service.

Ensure timely collection, prompt distribution, and dispatch of incoming and outgoing letters and courier’s dispatches.

Backing-up receptionist by answering phone calls, forwarding messages, confirming customer requests and keeping

customers informed.

Design and maintain office documentations, files and records.

Handle copying, printing, binding, scanning and storing electronic documents

Maintain Flight Ticket booking and confirmations; and hotel booking

2. Finance Assistance

Handle petty cash payment, fuel coupons and mobile cards for satellite offices.

Assist in preparing forms, duplication and organize satellite offices financial records.

Effect field cash disbursement at workshop, training and meetings.

Assist all payments are made timely and supported with adequate documentation.

Handle regular scanning of financial records. Maintain up-to-date electronic files of financial vouchers to be send to headquarter.

3) Event Assistance

Welcoming Guests and Identifying eligible participants at the start of the event.

Receiving invitation letter and transportation receipts.

Registering participants and follow up daily attendance.

Providing relevant supplies, stationary and training materials.

Follow up with hotel for timely and proper service delivery.

Ensure security of properties on training hall.

Confirm and Sign on hotel bill and invoices.

Effect payments to participants, trainers and hotels at workshop.

Provide withholding tax receipt up on deductions as per the tax law.

Organizing training expenditures documents and prepare expenditure summary.
Seek review of training expenditure by program coordinator and get approval by budget holder
Submit training advance settlement to finance unit timely.

Deposit excess cash to Project HOPE Bank Account immediately

Job Requirements

College Diploma in Secretarian Science, Office Managment, Accounting or related field; TVTE level 4 and above

Work Experience

4+ years’ experience as an office assistant or related field with INGOs

Ability to write clearly and help with word processing when necessary.

Warm personality with strong communication skills.

Ability to work well with limited supervision.

Fluency in Speaking and Writing in English and Amharic Languages

Computer skills in Microsoft Office programs (Word, Outlook, Excel)

Skill

Customer Service, Scheduling/Planning meetings, Typing, Documentation Skills, Telephone Answering, ,Verbal Communication, Written Communication and Attention to Detail,

How to Apply

Interested applicants can apply on Ethiojobs site or in person at AMREF's Jigjiga Office or Project HOPE's Fik Cluster Office or Kebri Dahar Cluster office

Project Hope The people to people health foundation Inc. Administrative Assistant Jobs in Ethiopia