INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

Area Office Administrator (Re-Advertised)

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.

Date of Announcement: May 13, 2022

Vacancy No.: 061/22 

Grade: 7C

Salary: $992

No of positions:2 (Two)                    

Unit/Program: Operations

Contract Duration: Indefinite

Duty Base: Dire Dawa and Chiro

Closing Date: ten days for the date of announcement                   

 Job Summary 

The purpose of the Area Office Administrator’s position is to plan, organize, direct, coordinate and supervise personnel administration, human resources development and training, general services and logistics of the field office. S/he ensures proper implementation of CARE’s policies and procedures and other resources of the Field Office. S/he also advices the field management on policy matters.

 Responsibilities 

Job Responsibility1: Office Management (50%)

• Maintain field office efficiency by planning and implementing office arrangements, systems and equipment procurement
• Ensure that field 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•  Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records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…) 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
• Manage all internal and external bookings for meetings or accommodation
• Liaise with local authorities and ensures security of the FO
• Ensure the availability and proper utilization of all organization’s facilities
• Ensure all office material is in good working order
• Provide timely reports regarding the administration activities
• Organize forums in which staff can interact or exchange ideas
• Advise and report personnel issues of importance to management

Job Responsibility #2: Staff management (30%)

• Provide management support and administrative guidance to direct reports  
• Ensure staff APPAs including KPIs around customer satisfaction and continuously monitor 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 teamwork and job satisfaction

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
• Ensure that a vender list is updated and in place

Job Responsibility #5: Transportation and Workshop Management:

• Directs and controls the workflow in regard to maintenance and proper utilization of vehicle use at the Field Office.
• Monitors and ensures that there is regular preventive maintenance plan for each vehicle;
• Approves work orders and supervise the implementation;
• Ensures proper utilization of fuel and spare parts and reports monthly vehicle expenditure reports. % of Time: 20%

Job Responsibility #6: Stores Management:

• Ensures that all items in the store are properly registered and kept;
• Ensures that all necessary formalities of goods received and dispatched are adhered to at all times;
• Ensures that all fast moving stock items are timely replaced and no gap is created;
•  Ensures that computerized store record is kept.

Job Responsibility #5: Others (10%)

•  Follow up legal matters of the field office
• Perform any other relevant duties as required by management

Job Requirements

Requirements

Education

BA/MA in Management or Business Administration or equivalent combination of education and work experience

Qualifications

• 4 years of relevant experience with the first degree or 3 years of relevant experience plus a postgraduate degree in office administration.                                                                 
• Supervisory skill is mandatory
• NGO experience is a plus

Skills Required

• Basic managerial skills
• Technical and report writing skills
• Computer literate
• Fluent spoken and written English
• Good communication and interpersonal skills 

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) directly to CLICK HERE

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.