Administrative and Logistics Assistant

Full time position, Operation department, Whiz Kids Workshop · Addis Ababa, Ethiopia

About Our Company:

Established in 2005, Whiz Kids Workshop is an Ethiopian-led social enterprise dedicated to fostering a love for learning. Through innovative media and technology, we create engaging educational content covering literacy, health, character development, and more. 

Our goal is to prepare children, youth, and families for success in life.

Our Social and Behavioral Change Communication (SBCC) initiatives target individuals and families across all stages of life, supported by our four Innovation Platforms: : Tsehai for Families (pregnancy to age 7), Tsehai Loves Learning (for children aged 3-10), Tibeb Girls (for adolescents aged 11-18), Youth Investigators (for youth above age 18), and Better Wellbeing Advocacy that advocates developmental needs of each life cycle to policy makers and existing governmental structures.

We produce culturally relevant content across various media formats and implement projects in diverse community settings.

Recognized internationally for our impact and innovation, we collaborate with NGOs and government agencies to drive positive change in education and beyond. 

Visit whizkidsworkshop.com to learn how we're empowering the next generation.

Job Summary:

We are seeking a motivated and organized individual to join our team as an Administrative and Logistics Assistant. This position plays a vital role in ensuring smooth administrative operations and efficient logistics coordination for our projects. This position offers an exciting opportunity to contribute to impactful initiatives aimed at empowering communities and promoting education.

Key Responsibilities:

The administrative and logistics assistant will be responsible for various tasks:

Maintain a Smoothly Operating Office Environment:

• Manage incoming phone calls, email correspondence, and maintain office supplies.

• Ensure the office environment is organized and conducive to productivity.

• Manage office operations on events, meetings, recording sessions and other related activities by smoothening the office operations.

• Facilitate different payment related issues with the finance team that includes the canteen project, water and electric bills, refreshment’s bills and other related processes. 

• Contribute to general office maintenance and ensure a clean and conducive working environment.

• Support HR-related tasks, such as maintaining employee records, coordinating staff travel arrangements, and assisting with onboarding processes.

• Provide assistance to other team members and departments as required to ensure smooth project implementation.

Maintain Proper File Documentation and proper inventory:

• Organize and maintain physical and digital files, ensuring proper documentation and easy retrieval of information.

• Develop and implement file management systems to improve efficiency.

• Provide administrative support to the office, including managing correspondence, scheduling meetings.

• Maintain inventory records for office supplies and equipment, and oversee stock replenishment as needed.

Establish a Standardized Procurement System:

• Assist in developing and maintaining a standardized procurement process with the nominated procurement team, including obtaining quotes, preparing purchase orders etc.

• Coordinate with vendors and suppliers, ensuring timely and accurate procurement of goods and services.

• Assist in financial administration tasks, including expense tracking, invoice processing, and petty cash management.

Maintain proper office support for project executions 

• Ensure the program department receives proper support on operational duties including facilitation of logistics, development of team movement plans, proper follow up of operational activities execution and proper reporting 

• Ensure timely and well documented submission of produced materials to donor and ticket clearance according to the submission status of the materials 

• Maintain internal & external staff and stakeholders for smooth & efficient coordination & communication. 

Implement a Fleet Management System:

• Manage the company's fleet, including scheduling maintenance and repairs, tracking fuel consumption, and ensuring compliance with regulations.

• Develop and implement policies and procedures related to fleet management.

• Ensure periodical review meetings with the driver to present report’s, give feedback and lay out an action plan for improvement. 

Standardize Reporting Mechanism:

• Develop weekly and monthly administrative related reports including the attendance management, fleet management and the general admin report. 

• Develop and implement a standardized reporting mechanism across various areas of the organization.

• Ensure accurate and timely submission of periodical reports, such as attendance, leave, fleet, janitor's report, and overall administrative report to the talent management unit.

Organize Periodical Team Building Activities and Events:

• Plan and coordinate team-building activities and events to promote teamwork and collaboration.

• Develop annual/quarterly/monthly team building activities, learning & reflection session’s that foster learning and collaboration among the team’s. 

• Foster a positive company culture through engaging and inclusive activities.

• Coordinate logistics for events, workshops, and project activities, including venue booking, transportation arrangements, and catering.

Develop Major Department Training E-Learning Materials and Supportive Tools:

• Timely plan departmental and personalized training support for the staff in close collaboration with the Talent Management Unit/HR. 

• Collaborate with department heads to develop training materials and e-learning resources.

• Support the implementation of training initiatives by creating and maintaining supportive tools and resources.

Additional roles 

• Prepare and ensure smooth visitor meetings with enhanced experience to our workshop.  

• Ensure periodical staff meetings are held as per the company meeting policy and report back to the department heads. 

• Facilitate onboarding training, welcoming session for new employee’s, organizing farewell’s, annual retreat and partner & donor visit’s to office. 

• Manage the Janitor unit’s on planning, monitoring, review and evaluation in order to formally report to the Talent Management Unit. 

 Job Requirement

Qualifications:

• Bachelor's degree in Management, Business Administration, Logistics, or a related field.

• Two to three years of related experience in administrative and logistical related responsibilities. 

• Strong organizational and time management skills, with the ability to prioritize tasks effectively.

• Excellent communication and interpersonal skills, with the ability to work collaboratively in a team environment.

• Attention to detail and accuracy in completing tasks to meet/exceed execution details.

• Ability to work independently with minimal supervision and adapt to changing priorities.

• Strong analytical and problem-solving skills.

• Proficiency in MS Office suite (Word, Excel, Outlook) and familiarity with office equipment.

• Fluency in written and spoken English and Amharic; knowledge of additional languages is an advantage.

The Ideal Candidate:

• Has strong values and can demonstrate alignment with our core values, including integrity, excellence, innovation, leadership, joyfulness, and social impact.

• Embraces and embodies our culture of sustainability, social impact, creativity, collaboration, and empathy.

• Demonstrates strategic and analytical thinking with a focus on innovation and continuous improvement.

• Thrives in a dynamic, fast-paced environment, displaying adaptability to change and uncertainty.

• Brings positive energy, creativity, and a willingness to take risks and experiment.

• Is highly organized, detail-oriented, and able to manage multiple priorities effectively.

• Uses data to inform decisions and measure impact.

How to apply

Click Here to apply

If you are enthusiastic about administrative operations, logistics coordination, and ensuring the smooth functioning of impactful projects within a dynamic organization, we invite you to apply for the Administrative and Logistics Assistant position at Whiz Kids Workshop. Please submit your resume and a compelling cover letter outlining your relevant experience, qualifications, and interest in the role to our portal here.

We look forward to receiving your application and learning more about how your skills and passion align with our mission.

Application deadline:  March 14, 2024

Whiz Kids Workshop is an equal opportunity employer and is committed to diversity and inclusion in the workplace. Collaboration, innovation, communication, and adaptability are highly valued skills within our creative company.