Internal/External

Vacancy Announcement

 IR/INT/EXT/VN/019.21

May 17, 2021

 Post Title: Admin Officer/Secretary (Short-term for Maternity Cover)

Reported to:  Operation Support Manager

Duty Station:  Country Office, Addis Ababa

Salary: As per the organizations scale

Required:  One

Duration:   Six months with possible extension  

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website

Currently, Islamic Relief is looking for qualified short term candidates to replace staff who is on Maternity Leave in Country Office, Addis Ababa.

General Responsibilities;

Under the direction supervision of the Operation Support Manager, the incumbent of the post will provide general administrational and secretarial support to the departments and country office as a whole. 

Key Responsibilities

1. Planning and Reporting: Familiarizes with IR missions, values, principles, and procedures and facilitates their implementation. Plans daily, weekly and monthly activities and follow up on its implementation and report accordingly.
2. General Service: Responsible for keeping the organization’s office premises, furniture and fittings working condition smoothly and efficiently. Supervising the security guards and cleanliness of the office at all times.
3. Documentation: Maintain the existing centralized filing system both soft and hard copy for country office based on IR record management system and provides same support to field offices. In consultation with departments, ensures the day-to-day activities are documented properly with the relevant confidentiality.
4. Legal/Security: Ensure timely renewal of office service contracts like housing agreement, postal service, newspaper, security guard, cleaning service and other similar services. Communicate the necessary information to Cleaners and Security Guards and control Visitor log sheet.
5. Legal Complaints: Follow-up the organization legal complaints and handle in collaboration with legal advisor and concerned staff.
6. Secretarial service: Assists the staff in overall clerical/secretarial duties.
7. Petty cash handling:  Maintains petty cash fund of the Country Office in compliance of IR financial procedure.
8. Communication:  Demonstrates the ability to read and comprehend instructions, correspondence and memos. Able to effectively present information for the overall staff of the organization. Updates staff with recent information/events via e-mail, notice board etc;
9. Meetings: organizes and ensures smooth running of training/quarter and annual workshops/seminars/meetings and take minutes and proceedings, etc.
10. Reception: Receives all incoming and outgoing telephone calls with pleasant speaking tone and welcoming gesture, screen/answers and direct the calls accordingly. Ensures to maintain register for telephone list of contacts, regularly contact Field Offices to receive and send messages (txt) and distribute to concerned department/person timely. Ensures timely update of staff contact details. Receives incoming office guests/visitors and provides necessary information and direct them to concerned department/person.
11. Maintaining network relationship: Handles incoming mail, parcel and postage from general post office, DHL, EMS, etc register and dispatch to appropriate staff member. Dispatches all outgoing courier to overseas and in the country through post, EMS, DHL, etc. Handles all incoming/ outgoing pouch from country Office to Field Offices or oversees. Receives all incoming and outgoing official correspondences, letters, memos, from governmental/non-governmental offices and read, register, classify and direct to concerned department/person. Keeps record of network group addresses and update database regularly;
12. Monitor & Follow-up: Screens monthly IR bills settlement of telephone, fax, internet, electricity and water and ensures that payments were timely effected. Ensures on-time availability of mobile scratch cards to entitled staff.
13. Liaison: Processes airport pass and VIP permit for IR higher officials, delegates and guests’ on arrival and departure at the airport. Acts as a focal person for overall arrangement of high level delegates.  Arranges accommodation for visitors and expatriates. Makes staff travel arrangements of IRE and International staff internal and external travel, following specific instruction and keeps travel itinerary upon request. Ensures to provide overall secretarial service for all incoming mission from project offices or Headquarters.
14. Travel Arrangement: Arranges visa for internal/external staff when they travel aboard, purchasing of travel insurance and process permits visas approval and extension for expatriate staff
15. Team work: Facilitates the activities with departments to achieve the overall objective of the organizations.
16. AX: assists in raising PR in the AX system for those who does not have the access;
17. Perform other duties as required by the Office.

Job Requirements

Required Qualification and Experience

• Bachelor’s degree in Management or related fields with 4 years of relevant work experience in administrative services, preferably in development organizations.
• Strategic thinker, proven ability to translate strategic plans into action
• Decisiveness with excellent judgement
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders
• Good verbal and written communication skills in English and Amharic
• Able to plan, prioritize and organize self and others
• Demonstrated ability to lead a team
• Ability to manage a complex and demanding workload with flexible behavior
• Sympathy with the aims and objectives of IR
• Commitment to humanitarian principles and action
• Competence in MS Office

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions. With a zero tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity.

How to Apply

Application Procedures

Interested candidates are required to submit a complete Job application form with all required supporting documents (copy of credentials and testimonials) through Ethiopia.HR@islamic-relief.org.et. You can access the Job Application Form with this link HERE

Closing date for the application is January 07, 2022.

NB: Failure to follow the instructions will invalidate your application. Three referees (they should be able to comment on your work in the technical areas besides other general information) and one must be immediate/current employer. Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates. Female candidates are highly encouraged to apply.