GENERAL INFORMATION

TechnoServe, Inc. is an international non-profit economic development organization founded in 1968.  It is mission is to work with enterprising people in the developing world to build competitive farms, businesses and industries. For more information, visit www.technoserve.org

I.  PRIMARY PURPOSE

• Provide administrative support to the Country Office staff in a timely and efficient manner.

• Administrative Assistant is responsible for coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

II.  DUTIES AND RESPONSIBILITIES

The Administrative Assistant is to:

• Maintain and operate quality and efficient communication services through handling incoming outgoing calls, mails and fax correspondences.

• Assist team members in administrative rules and regulations pertaining to interpretation and submission of various admin forms i.e., expense reports, timesheets, travel advance, etc.

• Receive guests and visitors, provide assistance and appropriate information and/or facilitate their visit as per schedule provided.

• Scheduling Appointment/meetings between directors, staff or other parties

• Managing Country Director Calander

• Provide support in photocopying, duplicating and binding materials and other correspondence and documents to Addis staff

• Maintain a register for all items photocopied/duplicated and/or bind according to the budget codes and report on monthly basis.

• Send and receive mails, parcels for official business through DHL, Post Office or hand carried by staff, or visitors. and check the payment such services obtained.

• Request procurement of mobile card to staff on monthly basis and distribute to all staff as per their monthly allowance.

• Assist the Senior Admin Officer in coordinate travel arrangements like hotel booking and reservations for meeting rooms, internal and external in accordance with the TechnoServe travel policy.

• Assist the Senior Driver in coordinating vehicle arrangement in Addis

• Maintain enough stock of sanitary materials and refreshments (coffee and tea) in consultation with the Senior Admin Manager

• Maintaining petty cash

• Collect and up-date all information/emergency file related to the office list of interlocutors

• Reviews and recommends procedural changes to ensure compliance with policy and improve work processes

• Give support for the setting up of the filling system and the archiving process

• Maintaining accurate and up to date contact lists of staff and clients using Excel sheet and announce for all staff if there is a change

Store keeping

• Receive items as per purchase order or dispatch note, inspect their condition.

• Note items that are missing or in bad condition and communicate to the Senior Admin Officer

• Issue all items from the store or receive items to the store after checking their proper authorization

• Update bin cards and stock cards and work out the balance after each receipt and dispatch/ issuance of items

• Register all fixed items in asset register book, update the register after every issuance, disposal, transfer or receipts of all fixed assets

• Update the personal ledger at every change in the balance and confirm change made with the concerned staff

• Assist in clearance process when employment of staff terminates by ensuring all materials under the custody of the exiting staff is returned.

• Handle other assignments as required.

Job Requirements

• Bachelor’s Degree in Business Administration or related field

• 2+ year of experience in office administration, petty cash handling and store keeping.

• Understanding of relevant legislation, policies and procedures

• Excellent customer service skills

• High level of organization and efficiency

• Clear and concise communication skills

• Computer skills (emails, scanning, word processing) and proficiency Google Drive, Skype, and QuickBooks

• Ability to manage multiple tasks at once for different individuals in the office

• Proven ability to maintain confidentiality and discretion

• Results focused and aware of the different challenges faced by individuals.

• Culturally aware and able to speak English and Amharic fluently.

IV.  Preferred Competency

• Experience in planning and coordination of events. 

How to Apply

Qualified and interested applicants should Click here to apply and submit a cover letter resume as a single document (either Word or PDF) by May 5, 2023. Applications will be reviewed and considered as received/on a rolling basis. Only applicants meeting minimum qualifications will be contacted. Please note that we are not accepting CVs that are not sent through the indicated link.  

TECHNOSERVE ENCOURAGES DIVERSITY AT ALL LEVELS AND ACROSS ALL FACETS OF OUR ORGANIZATION. WITH THIS COMMITMENT TO DIVERSITY, WE ARE PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER AND DO NOT DISCRIMINATE ON THE BASIS OF GENDER, RACE, COLOR, ETHNICITY, RELIGION, SEXUAL ORIENTATION, GENDER IDENTITY, AGE, DISABILITY, AND ALL OTHER PROTECTED CLASSES. 

Women are highly encouraged to apply

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