Job Description

Under the general guidance of the Finance and Administration Director, the Administration Officer is responsible for Human Resources Management, Office Management and Administration, Fleet and Logistics Management, and coordinating travel and logistics for Glimmer employees and donors. The Glimmer team works in a very collaborative manner and this position will be supporting all areas of the office. The successful candidate will be outgoing and highly organized with a strong attention to detail, while also having a customer service attitude.

RESPONSIBILITIES & TASKS:

A. Human Resource Management

1. Closely work with Finance and Administration Director to strengthen the human resource management system, to improve organizational capacity, and to serve as a source of information for management decisions;

2. In collaboration with the management team, oversee the recruitment, evaluation, promotion, career/professional development or capacity building, retention and termination of temporary and permanent staff;

3. Implement Glimmer’s human resources development plan and respond to personnel needs in order to promote a well-motivated work force;

4. Manage and maintain employee files, ensuring up to date and accurate information is available;

5. Assist with administration of health insurance coverage, including: serve as insurance point person for staff (help with filings, reimbursements and answering questions), work with vendors to get annual bids, assist in the implementation of annual health plan;

6. Maintain leave management system and update management team on a regular basis;

B. Office Management and Administration

7. Supervise office assistants, drivers, and other support staff as needed

8. Responsible for the overall look and feel of the office;

9. Oversee the cleaning and neatness of the office; Ensure the proper functioning of office facilities (telephone, internet, fax, water, electric power);

10. Responsible for good practices regarding maintenance, repairs, and renovations of the office space, office equipment, and furniture;

11. Perform secretarial, administrative and clerical duties for management team as needed;

12. Attend meetings, take notes and minutes as required and report to responsible director/s;

13. Efficiently schedule, coordinate and implement events such as workshops, trainings, meetings and conference calls;

14. Manage, track and update records of fixed assets

C. Fleet and Logistics Management

15. Develop and monitor weekly and monthly vehicle fleet/driver deployment plans. Develop and distribute fleet utilization reports to monitor vehicle usage;

16. Ensure safety and proper usage of all vehicles, equipment, tools and other accessories through compliance with Glimmer Vehicle Management Policy, safety & security protocols; Make sure that all the required vehicle accessories are functional and are availed in each vehicle;

17. Ensure that all vehicles are maintained according to Glimmer standards and that proper books and records are maintained. Timely process annual inspection of vehicles with Transport and Road Authority;

18. Monitor fuel/oil consumption on each vehicle and prepare reports to summarize information for management team;

19. Manage vehicle annual insurances, periodic vehicle maintenances and repairs

20. Manage the claims process in the event of an accident according to Glimmer’s standards:

a. Reporting any accident, damage or theft of equipment in a Glimmer vehicle;

b. Ensuring that the proper procedure for insurance claims are fulfilled;

c. Maintaining insurance documents;

21. Facilitate customs clearance and liaison with other organizations to facilitate issues related to logistics and transportation;

D. Travel Coordination

22. Managing travel logistics for Addis office, Austin office (when in Ethiopia) and donor trips, including picking up and dropping off at airports, booking hotels, internal flights, and vehicle rentals for small and large groups (up to 30 people). Updating Master Files and distributing relevant information to team as needed;

23. Coordinate with appropriate Partners on travel activities;

 Job Requirement

• DIRECTLY REPORTS TO : Finance and Administration Director
• FUNCTIONLLY REPORTS ON : Office Assistants and Drivers
• DUTY STATION : Addis Ababa

SPECIFICATIONS:

The minimum required academic and professional skills for the jobholder to perform successfully in their position include:

• BA Degree in Management or any other related business fields. IT/Computer Science in addition to business related fields is an advantage but not a basic requirement.

• At least 5 years of relevant experience after BA/BSC in the area, out of which at least 1-year NGO experience and at least 3 years experience in similar post;

• Experience on public relations, automechanics are advantageous;

• Good report writing and communication skills;

• Proficient with all Microsoft Office products (Word, Excel, Outlook and PowerPoint). Able to utilize technology to develop presentations and reports;

Term of Employment:

Fixed term (Two years – renewable based on performance and availability of funds) for both positions

How to Apply

Interested applicants are invited to send their application to the Finance and Administration Department within 10 consecutive days via:

• E-mail: addis@glimmer.org

• P.o.Box: 1448 code 1110

• Application Package:

– Curriculum Vitae (CV)

– One-page summary of experience (positions held), qualification & Training;

– Application cover page

– Copy of credentials

Applicants for the post of Communication Officer, shall submit a portfolio of work samples (we will only consider applications that provide work samples as part of the package)

Please kindly note that only short-listed candidates will be contacted at all stages of the selection process