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.

I Job Summary

The purpose of this position is to oversee the day-to-day coordination and provision of administrative services to the head office, the field offices, and external guests. The post holder is required to ensure that administrative services for local and international air travels are effectively provided and related invoices from travel agents are timely followed up, reconciled and paid. She/he is also responsible to coordinate with Program Admin Assistants for the timely provision of hotel booking services and events management.   

S/he is also required to maintain records of property of CARE Ethiopia (including field offices) and complete on the periodic reconciliation and reporting of all property matters. The post holder is also responsible for global and local insurance of all CARE Ethiopia properties.

II. Responsibilities

Job Responsibility #1: Travel and events management (40%)

• Assist the Office Administration in the facilitation of all internal and external bookings for meetings or accommodation.

• Support the coordination of all travel-related requests (e.g., flight bookings, initial online visa support, accommodation and airport pick up and drop off).

• Coordinate with the various program admin assistants to ensure requests are fulfilled in a timely manner.

• Support linkages with the safety and security manager for initial security briefing of all guests.

• Maintain tracking system for travel and hotel service orders; ensure that such purchase orders are timely tracked, invoiced, and paid

Job Responsibility #2:  Office management (20%)

• Assist the Office Administration in the management of office space to create a productive, healthy working environment in accordance with work safety guidelines. 

• Ensure the timely payment of all office-related running costs such as utilities, water, internet, phone connectivity, etc.

• Ensure regular office maintenance/repair in a timely and quality manner,

• Follow up the development, renewal or cancellation of agreements in line with CARE Ethiopia’s policies and procedures and in accordance with sound administrative standards and practices.

• Facilitate safety and health related actions to improve working environment (eg; pest control, eco- friendly water provision, etc.)

Job Responsibility #3:  Property Management (20%)

• Maintain a property record ledger for each staff member and update as soon as a new item is acquired.

• Monitor adherence to the property policy in all offices.

• Participate in the annual inventory of items, prepare a consolidated count report, prepare quarterly inventory reports and reconcile reports against financial records for all offices.

• Verify the return of all properties as part of the staff clearance process at the time of employment separation.

• Assist in the semiannual and annual property county and reconciliation of the country office.

• Prepare periodic property reports for various stakeholders (regulatory government agency, donors, CARE Regional Management Unit, etc.)

• Ensure that disposal requirements of donors and responsible government agency policies are well understood, documented, and followed up.

• Handle the reporting, disposal approval, transfers, and other related matters for properties with the appropriate government agency/office.

• Support project close outs with required reports on property lists and disposition plans.

• Ensure property disposals are made after completing all approvals and documentations; update property registers once assets are disposed.

Job Responsibility #4:  Property Insurance (10%)

• Facilitate that all properties of CARE are locally and/or globally insured.

• Monitor the renewal of insurance agreements in a timely manner.

• Update list of properties semi-annually and annually and communicates with global and/or local insurance companies.

• Follow-up accidents and/or incidents that involve insurance and send updates to concerned staff regularly.

• Maintain up-to-date insurance status records of properties.

Job Responsibility 5:  Other (10%)

• Provide required reports and records for audit inquiries.

• Perform other duties as assigned.

III GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.

• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

Job Requirements

IV Qualifications

Required:

• Degree in Business Administration or equivalent combination of education and work experience

• 3-5 years of previous experience in a similar field.

Desired:

• NGO experience

• Good communication and presentation skills

• Well organized and ability to act in a professional and ethical manner

• Good skills in computer applications

• Knowledge of PEOPLESOFT or similar software.

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 THIS LINK

Only short-listed candidates will be contacted.

Make sure you indicate the position title and location on your application letter.

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.

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