Overview

Strengthening Host and Refugee Populations in Ethiopia (SHARPE) is an initiative funded by the UK Department for International Development (DfID). The aim is to create inclusive economic growth for, and increase the economic agency of, host and refugee communities in three regions in Ethiopia, namely Gambella, Dolo Ado and Jijiga.

SHARPE utilises a Market Systems Development (MSD) approach to partner with private and public sectors players to facilitate investment in and innovation in key regional markets, namely cereals, horticulture, livestock and small ruminants, dairy, poultry, aquaculture, financial and business services and the regional labour market. Because humanitarian assistance constitutes a significant transfer of goods and services in these regions, SHARPE also support efforts which enable this assistance to strengthen the regional economy by flowing regional economic channels. 

Investment and innovation should result in regional market systems and the host and refugee communities participating in these to become more productive and resilient, and experience increases in employment opportunities, income and savings. Joint economic participation in growing economic sectors should also facilitate win-win scenarios (mutually beneficial exchanges) for host and refugee communities and contribute to the integration of refugee communities in the regional economy, in line Ethiopia’s Comprehensive Refugee Response Framework (CRRF, i.e., the ‘Nine Pledges’).  

SHARPE is expected to last for 3.5 years, from September 2019 to March 2023.

Assignment Objectives

SHARPE is a fast-paced work environment in which Sector Leads, (Senior) Market Analysts (S)Mas) and Results Measurement Specialists are encouraged to work in a dynamic fashion with public and private sector partners, coordinate their work with the Hubs, and travel to the field whenever required. This work is supported by an extensive network of Short-Term Technical Advisers (STTA) and the DAI home Office.

The Logistics & Administration Support Officer’s objective is to support this dynamic environment. S/he ensures an efficient, timely and smooth process for all day-to-day travel, training, workshop and communication needs. S/he is responsible for making all the necessary arrangements and procurement needs required for this. S/he also supplies visitors/travellers with information packs and communication devices as required.

Key Responsibilities

Logistics for Travel, Training and Workshops

• Works proactively with colleagues to support effective coordination, planning and monitoring of logistics to support travel, training and workshops.
• Arrange and manage national and international travel arrangements including accommodation, itineraries and all correspondence related to travel.
• Before travel, workshops or trainings are undertaken, support necessary procurement and bookings, coordinate with suppliers; support the execution of events, as required.
• Support a competitive quotation exercise to select preferred suppliers for travel, accommodation and conference facilities and support services, as required.
• Ensure that all associated purchases provide value for money and are made in adherence with SHARPE manuals and DAI requirements.
• Coordinate SHARPE vehicles and driver(s) allocation; check that vehicle logs are maintained and complete; ensure that any breach of SHARPE policy or process regarding vehicle use is immediately reported to the Team Leader.

Administrative Support

• Serve as first point of contact for visitors and vendors, schedule/confirm appointments, draft invitation letters of letters of response; provide general support to visitors.
• Handout information packs and communications devices (mobile phones, dongles, top-ups) as required, maintain a register of these; facilitate purchase of mobile airtime and distribute for concerned staff/visitors
• Assist in administrative formalities related issuance/renewal of visas, work permits and similar documents.
• Answer and directs phone calls; maintain up-to-date telephone directory and addresses of official contacts.
• Maintain a contact list  of all SHARPE staff (including Hubs).
• Receive, record and dispatch programme documents, packages, mails to Hubs, DAI Home office and partner organisations.
• Ensure that office utilities such as telephone, water and electricity are working well and follow up and settle bills on time with the respective offices.
• Assist in requisition of office supplies, equipment and arrange for distribution together with the appropriate inventory records.
• Manage the meeting rooms, telephone conference, LCD projector, tea coffee for the participants as needed.
• Take care of the overall appearance and cleanliness of the office; direct cleaning staff; report maintenance needs; support office procurement.  
• Assist in updating of TAMIS and effectively used by the team.
• Handle petty cash and effect payments upon appropriate request and approval. 

Other

• Other activities as directed by the Finance & Operations Manager or Team Leader.

Key Performance Indicators

• KPIs set annually in agreement with the Finance & Operations Lead and Team Leader

Location:

• Addis Ababa; occasional travel to Gambella, Dolo Ado and Jijiga may be required

Requirements  

• Bachelor’s degree in Secretarial Science, Business Administration, Management or related study.
• Minimum of 2 years of relevant professional experience in an international organization.
• A high degree of personal initiative, flexible and responsive, interested in multi-tasking, problem solving and taking care of matters in a multi-cultural environment
• Good IT skills and experience in utilization of Microsoft Office (Outlook, Word and Excel).
• Good communication skills; ability to communicate effectively in English language both orally and in writing; good organizational skills.
• Proven report/letter writing skills.
• Must have a working knowledge of modern office equipment.