About PCI

Founded in 1961, PCI is an international non-profit organization dedicated to enhancing health, ending hunger, overcoming hardship, and advance women and girls around the world. In 2018, PCI served more than 12 million people in 15 countries across Asia, Africa, and the Americas. During the past 50 years, the organization has served millions more in 14 additional countries.

PCI has been working in Ethiopia since 2005 and now secured a funding from US Agency for International Development (USAID) in Ethiopia for its project Resilience in Pastoralist Areas (RIPA) that will improve resilience to enhance food security and inclusive economic growth for lowland pastoral communities. 

Job Summary:

The Administration Assistant serves as part of the HR and Admin Team. S/he will support all team at Field Office with regular and special activities, including office management, reception, office equipment maintenance, purchase of office supplies, handling of petty cash, and facilitation workshops/trainings. S/he will also serve as a communications link between the management team and the field staff, assisting with both written and verbal communications, wherever feasible. S/he may also be trained to provide back-up information technology (IT) assistance to the outsourced IT services.

 Key Duties and Responsibilities:

1.      Financial management tasks

• Ensure that all expenses are properly authorized and documented before payment through checking correct budget codes and seeking prior approval
• Ensure that all payments are prepared on time and in accordance with all financial guidelines and approval procedure including processing check payments to supplier and staff on a timely basis
• Petty cash monitoring and process replenishment up on receiving valid financial documents
• Review settlement of travel and training advances against PCI travel policy and prepare journal entry  
• Ensure data entry into ACCPAC is done timely and accurately
• Review monthly time sheet and over time calculations and prepare monthly payroll
• Prepare monthly bank reconciliation
• Maintain filing systems for all financial and accounting records and verify the completeness of the documentation as per the PCI financial policy.
• Ensure all financial and local government regulations are adhered to.

2.      Administrative work

• Draft and type routine correspondences
• Maintain filing and other office systems
• Handles communication including telephone, fax and email
• Assists in preparing programs for visitors, including hostel bookings, airport transfer, ticketing etc.
• Support in arranging travel schedules and related logistics (including fund monitoring), together with expense claims for staff
• Maintains office environment and stationary supplies with appropriate records
• Liaises with the appropriate units for repair, supply and maintenance of office facilities

3.      Procurement

• Completing procurement forms – procurement requests, purchase orders etc.
• Simple bid analysis
• Carrying out due diligence on suppliers

Position Parameters/Special Responsibilities Required:

• This position is based in Addis Ababa, with some travel to lowland areas Oromia, Somali and SNNPs Regions as required. 

Reports to: Finance and Operations Director

 Required Qualifications:

• B.A Degree in Accounting, or Business Management
• Efficiency with use of (Microsoft Office; Word, Excel, PowerPoint and Outlook) is essential
• At least 3-5 years’ experience in as an administrative and finance assistance preferable for an NGO  
• Excellent organizational, interpersonal, written, and verbal communication skills in English and other Ethiopian languages
• Good judgment and a high level of respect for confidentiality
• Demonstrated ability to coordinate tasks to meet deadlines
• Good interpersonal skills; ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity
• Demonstrated ability to develop and maintain effective work relationships with counterparts
• Strong work ethic and willingness to work a nontraditional work schedule.
• Balance: combining patience, empathy, and honesty with the assertiveness, clout and drive to see any job through to the end.
• Comfortable working in a start-up environment

Desired competencies/Attributes:

• Solution orientated
• Ability to remain calm and composed under pressure
• A passion for the mission and values of PCI.
• Participate in PCI’s innovation efforts and in teams on innovation initiatives.