INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

 Administrative Assistant- Program

.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: August 18, 2022

Vacancy No.: 129/22 

Salary: $453

No of positions:1                  

Duty Base: Addis Ababa

Closing Date: Ten  days for the date of announcement

I.      JOB SUMMARY

 The purpose of the Program and Administrative Assistant position is to provide key support to the WATER+ Coordinator and other employees  in structuring and managing complex relationships between diverse group of constituents in coordinating program and administrative details. Under the overall guidance of the WATER+ Coordinator , the Program and Administrative Assistant ensures effective and efficient functioning of the program unit , full confidentiality in all aspects of assignment, maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made. The incumbent provides support to the overall financial management of WATER+ unit-complementary projects. The Program and Administrative Assistant is part of the program support team to the WATER+ project Management team, and flexibly assists other projects, depending on workload. She/he also plays the role of a liaison person with WATER+ y projects covering all programmatic issues, and ensures the smooth running of the Program Department.

II. Responsibilities and Key Result Areas  

 1. Administrative Support

  §  Provides administrative backstopping to the program unit staff including, but not limited to: first point of contact with external parties, confirming appointments, drafting letters of response, assists in donor report preparation, etc.;

§  Maintains the supervisor’s ( online calendar, contacts with visitors, arrangement of appointments and meetings and acting as an integrator when required and/or taking minutes;

§  Follows up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to concerned unit

§  Prepares high quality briefing materials for supervisor for appointments, meetings, missions and maintenance of protocol procedures;

§  Prepares correspondence, directives, comments on behalf the program  for his/her signature and making follow-up when required;

§  Prepares briefing material for new staff/comers;

§  Prepares minutes of regular project management team meetings, and ensures regular follow-up on recommendations with project and other relevant staff;

§  Prepares procurement requests for external consultants and processes through the Procurement Unit; and provides administrative support to consultants as required.

§  Facilitates procurement requests and makes budget check for requisitions, purchase orders, and vouchers;

§  Solicits and consolidates agenda items and making all the necessary arrangements for workshop, conference, Project Staff Meetings (PSM) and other internal and external meeting.Takes meeting minutes;

§  Tracks and monitors external visitors’ logistic log making sure coordination with CO’s logistics unit and administration;

§  Handles administrative aspects of proposal preparation including (but not limited to) editing and formatting, preparation of boiler plate items, managing the production, packaging and delivery.

% of Time:  35%        

 2.  Program Support

§  Assists the preparation of Scope-of-Works/Terms of References (SOW/TOR) for consultancy service, reviews/revises SOW/TOR prepared by Program staff;

§  Supports to the preparation of project document, proposals and reports,

§  Monitors/follows up the unit and its-complementary project in PAMODZI, suggests required budget revisions, flags up unutilized funds, operational and financial issues require the attention of WATER management team,

§  Actively participates in field visits, prepares field visit reports and document stories,

 % of Time:  15%

 3.  Maintenance/Management of Files/Records

 §  Ensures all WATER+ and WATER+-complementary project documents are filed in systematic and orderly way;

§  Checks information for accuracy, and ensures that it is up to date and relevant;

§  Prepares and periodically updates the profiles of all WATER+ and its complementary projects and maintains hard and soft copies of pertinent documents-including backup system in place; provides monthly and quarterly project summary information to WATER+ management team;

§  Maintains filing system ensuring safekeeping of confidential materials. Use of automated filing system;

§  Coordinates information flow in the WATER+ project and with other units in the office, follows up on circulation files as appropriate;

§  Retains up to date information and profile of all projects and ensures that all project reporting is communicated to counterparts such as , donors, and relevant partners;

§  Handles queries and requests for information by partners and project staff;

§  Maintains updated project reporting schedule for development projects, and liaisons with other related project reporting schedules.

 % of Time:  15%        

 5. Financial Oversight to Project Budgets

 §  Supports the WATER+ Coordinator  by summarizing and following up the program  other related budgets monthly financial reports

§  Support the Program by analysing budget utilization reports and bringing to the attention of project management team;

§  Tracks and reports on mobilized resources, reviews contributions agreement, follow up contributions in PAMODZI/Adaptive Planning system,

§  In collaboration with designated staff from finance unit, reviews monthly audit reports and prepares draft response to internal audit for review by Program

§  In consultation with the Coordinator  manages office supplies and expenses budget;   ensures budget allocation for requested purchase orders;

§  Prepares reports regarding project budgets that the Coordinator can communicate on any outstanding issues for follow up with the Project Staff.

% of Time:  15%

 6.  Liaisoning and Representation

 §  Supports the WATER+ and its complementary projects in coordinating/organizing meetings/workshops;

§  Maintains/improves cross department/section relationships;Facilitation of information sharing within WATER+ project and with other projects/units in the office;

§  Ensuring positive working relationship with counterparts at national, regional, zone and Woreda levels;

% of Time:  10%

 7.  Perform other duties as assigned by the supervisor.

% of Time:  10%

 Job Requirements

III.            Qualifications 

 A) Education/Training

 Required:

§   B.A. in Administration, Finance, Management or equivalent combination of education and work experience.

 B) Experience

 Required:

§   3 years of relevant experience.

 Desired:

§  NGO experience.

 C) Technical Skills 

 Required:

§  Computer skills in Power Point, Word, Excel, etc.;

§  Proactive, resourceful, capable of multi-tasking and showing initiative;

§  Fluent in both spoken and written English and Amharic;

§  Excellent communication and presentation skills;

§  Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, transparent and participatory management.

§  Well organized and able to work independently.

 D) Competencies

 Respect, accountability, courage, excellence, building partnership, analytical ability, stress tolerance, initiating action, customer focus, interpersonal skill and planning and organizing.

§  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 THISLINK.

 §  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