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 this position is to organize and coordinate office administration duties and procedures for CARE Ethiopia Head Office (HO) to function on a day-to-day basis smoothly and efficiently. S/he is responsible to create and maintain a pleasant work environment, ensuring a high level of organizational effectiveness, communication, and safety.

The position holder will be responsible to ensure the provision of travel and events support, including visas for visitors. S/he is responsible for the management of service level agreements for facilities and services in the Head Office (HO) such as security and cleaning and will provide regular feedback on services rendered. S/he is expected to work closely with peers and the BSM to identify areas where efficiencies can be improved and where outsourcing of administrative functions are possible

RESPONSIBILITIES AND TASKS: 

Job Responsibility #1: Office management (30%)

• Maintain office efficiency by planning and implementing office arrangements, systems and equipment procurement.
• Ensure that office space is managed effectively to create a productive, healthy working environment in accordance with work safety guidelines. 
• Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Monitor and initiate payments for all office related running costs such as utilities, water, internet, phone connectivity, etc…
• Ensure regular office maintenance is completed in a timely and quality manner.
• Ensure all service agreements (security, cleaning, photocopy and printer maintenance, etc… ) at HO are properly developed, renewed or cancelled/terminated in line with CARE Ethiopia’s policies and procedures and in accordance with sound administrative standards and practices.
• Maintain and regularly update a schedule of agreement commitments.
• Explore safety and health related actions to improve working environment (eg; pest control, eco- friendly water provision, etc…)
• Work with the safety and security manger to ensure all safety measures or related protocols are adhered to in office management.
• Work closely with peers and the BSM to identify additional work related services required and areas where functions can be outsourced to improve work flow efficiencies. 
• Assist BSM in identification of opportunities for process and office management improvements and designs and implements new systems.

Job Responsibility #2: Travel and events management (30%)

• Manage all internal and external bookings for meetings or accommodation.
• Oversee the coordination of all travel related requests (eg; flight bookings, initial on line visa support, accommodation and airport pick up and drop off).
• Manage visitor health information and serve as the point of contact in emergencies for visitors.
• Ensure linkages with the safety and security manager for initial security briefing.
• Coordinate with the logistics admin coordinator for visa extensions or requests for visitors that do not fall within on- line capabilities.
• Supervise the effective communication with travel and events service providers.
• Review and ensure that purchase orders to travel and event accommodations and related services are properly tracked; invoices are collected and payments for travel and events are completed in a timely manner.
• Manage customer satisfaction surveys; analyzes survey results and introduces required improvements.

Job Responsibility #3: Staff management (20%)

• Provide management support to the office receptionist; travel and events officer and technical guidance to the admin assistant pool of staff. 
• Ensure receipt of services for program staff with specific attention to the admin assistant pool.
• Coordinate and consolidate the units annual vacation plans so that day to day operations are not disrupted as a result of poor vacation utilizations.
• Assist the BSM in the development of annual work plans and cascades the same to individual work plans.
• Ensure staff APPAs including KPIs around customer satisfaction and continuously monitors and measure progress against agreed KPIs.
• Ensure that APAAs (annual and semiannual) are completed in a timely manner and submitted to HR.
• Create a collaborative and conducive work environment for team members with the aim of strengthening team work and job satisfaction.
• Conduct periodic gap assessments for training needs and provide targeted capacity support to staff (program, HO, FOs). 
• Periodically assess the technical support needs of FOs; conduct supportive supervision for FOs and ensure that surge support is provided in a timely manner.

Job Responsibility #4: Vendor management and feedback (10%)

• Management of all service agreements ( eg; security and cleaners).
• Maintain and develop relationships with preferred vendors providing feedback on services rendered for improved quality and efficiency.

Job Responsibility #5: Other (10%)

• Liaise with the logistics coordinator for timely and proper completion of periodic inventory of assets and property reconciliations.
• Assist the BSM in the management of the units annual budget preparation and management.
• Manage office supplies inventory and place orders as required.
• Perform other duties as assigned by the BSM.

GENDER EQUALITY

Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.

Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming.

Job Requirements

QUALIFICATIONS (KNOW HOW)

Required:

• BA degree in Management, Supplies Management or equivalent combination of education
• 5 years of relevant experience, out of which 4 years in managerial position in similar position

Desired:

• Previous office admin experience in an NGO
• Demonstrated organizational skills and decision making skills 
• Integrated knowledge and understanding of the concepts, practices, systems, and procedures related to this position in the context of the unit
• Demonstrated supervisory ability to inspire and empower others
• Proven experience in operational planning
• Computer skills and strong interpersonal and communication skills with a proven ability to work effectively with a range of constituencies

 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.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.

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.