ORGANIZATIONAL OVERVIEW

Orbis International is a nonprofit humanitarian organization that works in developing countries to save sight worldwide. Orbis prevents and treats blindness through hands-on training, public health education, improved access to quality eye care, and partnerships with local health care organizations in an effort to eliminate avoidable blindness.  Orbis International-Ethiopia (License no. 1063) is a legally registered country office of this organization carrying out the same mission in Ethiopia since 1998.

JOB SUMMARY

The Admin Assistant is responsible for the inflow, storage and out flow of goods as per the requests of the demand and will be in charge for the overall management and implementation of standard procedures of the store activities. He/she provides secretarial services and assists Operations Director/ Human Resources and Administration Coordinator in office Administration and handling clients coming to the office and relaying telephone calls to the relevant staff, plays a key role in archive management and other operations activities.

DUTIES AND RESPONSIBILITIES

Under the overall supervision and guidance of the Orbis International Ethiopia Operations Director, the Administrative Assistant will have the following specific duties and responsibilities: 

Operations:

•  Handles and receive all visitors at all levels and take adequate message when required.

• Handle and manage filing of projects’ documents.

• Provide secretarial support including drafting standard letters as necessary to the staff.

• Follow-up handling of office supplies.

• Receive, direct and relay telephone and fax messages.

• Post information on staff bulletin boards and updates regularly.

• Maintain an updated employee telephone list and other contacts.

• Manage hotel booking and room reservation, shuttle arrangement and Logistics and Operations office.

• Manage and book international and local flight arrangements.

• Actively Participate in the arrangement of meetings, conferences, and review meeting and follow up,

• Arrange and facilitate conference telephone calls;

• Follow up Post rental payment and collect posts and parcels timely

• Follow-up Office refreshment supplies usage and timely advance request and settlement

• Maintain fuel coupon and replenish timely

• Any related job activities as per the instruction of the immediate supervisor.

Store Management:

•  Ensuring that all incoming goods are as per requests and specification and GRNs are timely prepared

• Making sure that all goods are packed and stored properly, safely and securely and also store house is well protected.

• Arrange store items according to the nature of the items and design the floor map accordingly.

• Maintaining a stock tracking record and timely reconciliation against Finance records.

• Implement all store management documentations in place, ensure all the field offices are following the same standard procedure and guide all to maintain similar records.

• Check for expiry dates, maintain records for expiry dates, and notify supervisors for any item that is damaged or expired for standard disposal procedures and local requirement.

• Ensure the store is arranged in such a way that identification of any item is clear, items are stacked in a logical sequence and marked with store label.

• Ensuring that stock levels are recorded correctly on bin cards/Stock cards/.

• Responsible for maintaining the accuracy of stores

• Checks deliveries of goods for quality and quantity and record details on GRNs

• Issue goods from stock only on receipt of an authorized Stock Request Forms 

• Coordinate the loading and unloading process of goods when arrival and dispatch.

• Initiate Purchase Requisitions (PR) at Reorder level (EOQ)

• Compile regular stock reports and stock reconciliations, and ensure that discrepancies in

• the stock levels are reported to the line manager.

• Ensure that all health and safety procedures are operational in the store house as per FMHCACA requirement

• Follow up the maintenance of the store house and separation of medical items vis a vis  other supplies as per local law.

• Generate monthly Warehouse report

• Participate in Asset disposal and Fixed Asset Inventory

• Take the leading role in distributing bulk purchases to the Field Offices.

Staff Under supervision: None

Reports to: Operations Director

Job Requirements

QUALIFICATIONS & EXPERIENCE

• Bachelor's Degree in Office Administration, Purchasing and supplies Management and Business Fields. 

• Having proven experience in secretarial service and handling medical supplies and Office Administration is a must.

• Minimum three years of experience for Degree in office Administration, store management and  having NGO experience is appreciable.

SKILLS & ABILITIES

• Excellent interpersonal skill

• Ability to manage activities that requires physical energy.

• Attention to details.

• Good knowledge of report writing.

• Good knowledge of Microsoft office application software and good knowledge of MS Excel is mandatory.

• Excellent coordination skill, time management, and ability to prioritize tasks.

• Willingness to work under pressure.

• Ability to work under minimum supervision.

• Ability to effectively work in a team.

• Good command of English.

• Ability to travel when required.

How to Apply

Interested and qualified applicants can apply through the link: HERE