Job Description

Background:

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.6million patients in 45 countries and is headquartered at Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for experienced candidate to its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care, for the following position.

Position Summary:

IT & Admin Assistant in AHF-Ethiopia contributes to AHF’s mission by ensuring smooth and efficient operation of all the organizations’ internet connectivity services and networking at supported sites. Besides, the employee will be in charge of AHF-Ethiopia’s overall administrative activities in a manner that supports the proper implementation of the Country Program. The employee will make sure that all AHF IT standards,  policies, and procedures are in place for the general organizational communication & networking. This will help for smooth function of local area network with efficient software as well as hardware diagnosis and troubleshooting.

Essential Duties and Responsibilities:

• The IT and Admin Assistant is responsible to ensure the smooth and efficient operation of all the office’s internet services and networking in all AHF-supported facilities. Side-by-side, the employee will be in charge of AHF-Ethiopia’s routine administrative activities in close collaboration with AHF-Ethiopia’s Finance and Administration Team.

• Ensures smooth function of Local Area Network, Prepare LAN user guidelines and conduct informal training sessions

• Help LAN users, diagnosing, troubleshooting, and solving PC hardware problems

• Administration of data and resources sharing within individual Project’s workstations

• Install software, including operating systems and applications

• Provide technical assistance to system users to ensure uninterrupted business operations

• Maintain and troubleshoot IT and communication equipment --e.g., printers, cameras, PABX and LAN/WAN infrastructures, support log-on users, diagnosing, troubleshooting, and solving PC

• Maintain and update virus protection software

• Assist staff in solving basic application problems; answer questions and provide helpful hints

• Provide system administration for file, print, e-mail and application servers in a windows environment; Outlook Administration/Support

• Assist and independently deploy special projects and network implementations

• Assistance with regard to ICT tools and hardware including support to colleagues in working with Office 365 and cloud-based functions

• Assist in the procurement of computers, printers and other ICT parts as needed in collaboration with Procurement Committee and in consultation with Africa Bureau Regional IT Manager

• Ensure that the ICT utilization is guided by AHF ICT policy for equipment and services

• Maintain ICT inventory register and asset movement and verify that all ICT assets are registered in the assets register and have asset numbers

• Configure, manage and maintain all AHF ICT Tools ( laptops, printers and accessories)

• Manage and maintain internal office network by performing proactive maintenance and reconfiguration of the IT system, including software and security updates on a regular basis

• Responsible for carrying out AHF-Ethiopia day-to-day administrative activities in a manner that supports the efficient implementation of all AHF program activities

• Solicit for quotations for procurements and prepare/present bid analysis to the procurement committee for approval

• Work with the Finance and Administration Team in preparing annual pre-qualification of vendors for commonly needed goods and services

• Work with the store person and liaise with drivers, sites, team leaders, etc. to coordinate requisition and delivery to ensure items are delivered in the right quantities, qualities, and time

• Regularly updating of fixed asset register, engrave assets, identify/notify management assets due for disposal, midyear/annual inventory, and asset verification

• Prepare and regularly update the list of assets due for insurance and make sure that all vehicles are insured

• Coordinate and ensure timely renovations, repairs, and maintenances

• Prepare casuals, regular-casuals, and locums’ contracts

• Compile monthly staff timesheets, daily staff attendance sheets and part-time duty roasters for staff/non-staff to support the payroll processing and submit weekly summary report

• Compile employee annual leave request and keep record of monthly updates on the annual leave balance

• Work with the contracted security agency for coordination and management of security to ensure safety of AHF property and personnel

• Work with the contracted cleaning agency to ensure proper hygiene and sanitation of the office, clinic, and outside environment; coordinate fumigation of sites as required

• Compile data, perform data entry and data verification in relation to general administration processes (e.g., various contact lists, employee leave balances, staff attendance reports,  visitors’ welcome packages, etc.)

• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.

• Ensure new information of new incoming employee is filled in proper formats and reported to Private Organizations Employees Social Security Agency (POESSA)

• Settles office water, electricity, internet and telephone bills with concerned authorities

• Follow up and collect employee medical reimbursement from designated insurance company and disburse the refunded amount to appropriate staff

• Execute additional related responsibilities, whenever need arises, as assigned by the Finance & Administration Manager or Country Program Manager

Job Requirements

Education, Qualification, and Experience:

• Minimum of BSc degree in IT, Computer Science, or related field of study. Additional qualification of in the field of Administration is desirable

• Minimum of three years’ experience in a field related to IT and network connectivity work

• Experience working in an international NGO preferably operating in HIV/AIDS, healthcare delivery systems, or related programs

• Should be very well acquainted with knowledge in use of computer applications especially Microsoft Programs (MS Excel, MS Word, PowerPoint, Access, etc.), Internet exploration skills & Data Base Management

• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic language

• Effective time management and meeting deadlines maintaining quality

• Flexible, proactive, and able to organize work independently with minimum supervision

• Good interpersonal interaction skills and keen to work with good team spirit

How to Apply

Application Procedure:

Interested applicants should apply by email to: Regional Human Resources Manager – AHF Africa Bureau, through: Globalhr.Africa@ahf.org

Candidates are expected to send their documents to the above stated address within seven (07) days of the announcement on Ethiojobs Website  

The application is required to include cover letter of interest, detailed updated CV, copy of academic documents and other credentials that must be submitted before the deadline.

NB:-

1. Please do not forget to write the position you are applying on the subject line of your email so that it will be directed to the right department.

1. Only shortlisted applicants will be contacted for interview. Phone calls, physical visit to the organization about the result is strictly forbidden, and might be reason for disqualification.