ABOUT CARE

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

JOB SUMMARY: 

The purpose of the Administration Assistant BSM position is to provide a wide variety of clerical assignments in support of the operations team. S/he is required to keep complete, comprehensive, and up-to-date records of BSM-related matters and support the daily administrative operations of the unit. The position provides key support in areas of administration and office management. This includes maintaining cross-departmental relationships, establishing a documentation system and handling the proper filing of documents, availing stationary and other secretarial support and assisting in meeting organization and ensuring the smooth running of the Unit. S/he will coordinate with the travel and events officer for all travel and event-related requests including visas and subsequent security briefs for visitors.  

RESPONSIBILITIES AND TASKS: 

Job Responsibility #1: Administrative support (40%)   

• Receive visitors, provide information and guide or directs to the office of the person expecting the visitor (s).
• Provide proactive administrative support to the BSM unit including, but not limited to, first point of contact with internal/external parties, confirming appointments, etc…
• Direct e-mail messages, letters and faxes to the right person or department.
• Ensure the timely and efficient dispatch and receipt of all communications.
• Type circulars, memos, reports confidential letters etc.. for assigned unit.
• Reply to basic letters and queries as agreed with manager.
• Translate correspondence between English and Amharic as required.
• Provide overall support to the unit coordinating with the office admin coordinator for repair and maintenance of office equipment and the storekeeper for receipt of office supplies.
• Ensure that the necessary stationary is available on time.
• Operate the telephone switchboard.
• Check monthly telephone and fax bill and reports any dis allowed costs to the office coordinator.
• Raise PRs in People Soft for Operations team. Follow up same for the timely supply of requested items.

Job Responsibility #2: Travel and events booking (10%)          

• Support all travel and event related requests for operations team through the travel and events officer.
• Communicate schedule for visitors and provide required information to facilitate visa requests, transport and accommodation requests and ensures visitors receive security briefings upon arrival in Country and that they provide the necessary information to the office admin coordinator as an emergency preparedness measure.
• Submit requests for internal meeting room utilization and external event booking to the travel and events officer.
• Provide feedback on services rendered on regular basis.
• Participate in regular meetings of the admin assistant pool led by the Office coordinator in an effort to improve processes and efficiencies. 

Job Responsibility #3: Management of documents (20%)         

• Receive in-coming mail and dispatch out-going mail according to CARE Ethiopia’s mailing practices.
• Collect and deliver incoming/outgoing correspondences from/to their respective destinations.
• Establish appropriate filing/documentation system for all documents under her/his custody, both physically and electronically.
• Establish a system for ease of document identification and retrieval.
• Sort, register and file documents, letters, circulars and other forms of correspondence.
• Keep custody of different types of contract agreements and sensitive organizational documents.

Job Responsibility #4: Photocopying, binding and scanning (25% )

• Handle photocopy and scanning requests.
• Make copies or scans of correspondence, reports, etc… as requested.
• Compile reports and other documents binding them when requested.
• Keep custody of unit stationary and ensure its availability at all times.
• Ensure that photocopying, duplicating and binding machines are properly working and support access to other admin assistants for use. 

Job Responsibility #5: Other (5%)

• Carry out other duties as required

Job Requirements

Required:

• BA degree in Administration, Management or equivalent combination of education and work experience.
• Two or three year of relevant experience.

Desired:

• Computer skills in Power Point, Word, Excel, etc
• Problem Solving
• Proactive, resourceful, capable of multi-tasking and showing initiative
• Fluent in both spoken and written English and Amharic
• Excellent communication and presentation skills
• Well organized and able to work independently
• NGO experience
• Knowledge of PEOPLESOFT software.

COMPETENCIES

Respect, accountability, courage, excellence, accountability, contributing to team success, customer focus, interpersonal skill, planning and organizing, proactive problem solving, stress tolerance.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer. 

How to Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through www.ethiojobs.net

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.