Job Description

The Admin Intern is to:

• Maintain and operate quality and efficient communication services through handling incoming outgoing calls, mails and fax correspondences.
• Assist team members in briefing administrative rules and regulations pertaining to interpretation and submission of various admin forms i.e. expense reports, timesheets, travel advance, etc.
• Receive guests and visitors, provide assistance and appropriate information and/or facilitate their visit as per schedule provided.
• Scheduling Appointment/meetings between directors, staff or other parties
• Provide support in photocopying, duplicating and binding materials and other correspondence and documents to Addis staff
• Assist staff mobile card distribution for Addis based staff on monthly basis as per their monthly allowance entitlement.
• Send and receive mails, parcels for official business through DHL, Post Office or hand-carried by staff, or visitors. and check the payment such services obtained
• Assist the Administrative Officer in coordinate travel arrangements like flight booking, hotel booking and reservations for meeting rooms, internal and external in accordance with the TechnoServe travel policy.
• Collect and up-date all information/emergency file related to the office list of interlocutors
• Give support for the setting up of the filling system and the archiving process
• Maintaining accurate and up to date contact lists of staff and clients using Excel sheet and announce for all staff if there is a change
• Assist prepare payment requests related with travel, hotel and others and provide the necessary charging codes (fund codes, responsibility centers, and geographic codes) to finance.
• Assist agreements signed with service providers are up-to-date, readable and chronologically ordered (like systematically arranged for ease of access).
• Keep record of all Ethiopia offices with proper addresses and locations (like town, woreda, house number, the house owner name, TNS representative (lead) name and so on).
• Assist staffs in providing secretarial services in case of emergency needs.
• Maintain enough stock of sanitary materials and refreshments (coffee and tea) in consultation with the Administrative Officer.

Maintaining petty cash:

• Ensure the petty cash balance is always up-to-date and ready for surprise count as well as month end count.
• Ensure petty cash payments are authorized by authorized/designated individuals before making any payments.
• Make sure payments from petty cash are paid for only items allowable to be handled from the fund.
• Prepare petty cash summary report petty cash replenishment is deemed necessary and submit the request with respective cash count form to finance for review and approval.

Store keeping:

• Review and receive items based on purchase orders, purchase requests and invoices
• Acknowledge items physically received matches with those requested and ordered
• Always inspect items for their quality and for any tangible damages and liaise with the relevant personnel for any irregularities
• Ensure purchases are made from the vendor orders were placed by verifying the name of the supplier in the invoices, receipts and so on.

·        Note items that are missing or in bad condition and communicate to the Administrative Officer

• Issue all items from the store after checking their proper authorization
• Update bin cards and work out the balance after each receipt and issuance of items
• Up on issuance, register all fixed assets are recorded in fixed asset register book with the relevant custodian name, location of the assets, specifications and so on
• Ensure fixed assets have an assigned tag number affixed to it before the person takes it from admin
• Ensure fixed asset movements between individuals are up-to-date in the fixed assets register book and proper documentations filed
• Update the register after every issuance, disposal, transfer or receipts of all fixed assets
• Verify and confirm from the store records that a leaving staff has submitted all fixed assets under his/her custody before clearance is issued by the organization
• Handle other assignments as required

Job Requirements

• Bachelor’s degree in business administration or related field with zero-year experience
• Understanding of relevant legislation, policies and procedures
• High level of organization and efficiency
• Clear and concise communication skills
• Computer skills (emails, scanning, word processing and accounting)
• Ability to manage multiple tasks at once for different individuals in the office
• Results focused and aware of the different challenges faced by individuals
• Culturally aware and able to speak English and Amharic fluently.

How to Apply

Qualified and interested applicants should Click here to apply for this position and submit a cover letter resume as a single document (either Word or PDF) by November 21, 2020. Applications will be reviewed and considered as received/on a rolling basis. Please identify the position for which you are applying in the subject line. Only applicants meeting minimum qualifications will be contacted. Please note that we are not accepting CVs that are not sent through the indicated link. 

TECHNOSERVE ENCOURAGES DIVERSITY IN ALL LEVELS AND ACROSS ALL FACETS OF OUR ORGANIZATION. WITH THIS COMMITMENT TO DIVERSITY, WE ARE PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER AND DO NOT DISCRIMINATE ON THE BASIS OF GENDER, RACE, COLOR, ETHNICITY, RELIGION, SEXUAL ORIENTATION, GENDER IDENTITY, AGES, DISABILITY, AND ALL OTHER PROTECTED CLASSES. 

TechnoServe has the right to cancel this advertisement. Women are highly encouraged to apply