1. Overview 

ESP’s goal is to advance the conditions necessary for peace processes to take root and succeed in local communities. This will be accomplished through community cohesion and stabilization activities so communities can better cope with challenges associated with post- and ongoing conflict environments. These community-led efforts address the immediate needs of the people, shore up local agents and institutions that remain able to respond to community needs while making time and space for higher-level political processes to evolve. 

Dexis Consulting Group, USAID/OTI’s implementing partner for ESP, provides the personnel, systems, and technical capacity needed to ensure that the USAID Ethiopia Support Program is operational, grant-ready, and active in activity implementation.

Dexis is seeking an energetic, detail-oriented HR Assistant and Office Manager for a term-based position with USAID’s Ethiopia Support Program. This is a 5 Month contract to support activities that will strengthen democracy and national stability in Ethiopia. The HR Assistant and Office Manager will oversee the administration and office operations for ESP’s Bahir Dar Regional office, including recruiting, hiring, and onboarding short term technical assistants (STTAs). The HR Assistant and Office Manager will serve as the Human Resources representative for Regional staff and will manage all administrative staff.

This position reports to the Regional Program Manager stationed at Bahir Dar. This is a short-term technical assistant (STTA) position based in Bahir Dar, Ethiopia, with an immediate start date.  

2. Responsibilities

•  Assure HR policies and guidelines are being adhered to, local labor laws are being followed, and appropriate measures, policies, and procedures are in place.  

• Assist in recruiting short and long-term support staff and manage in-country travel arrangements, clearances, and hotel reservations for all short-term consultants traveling to the field.   

• Assist in coordinating events or conferences that are to be organized by the project.   

• Ensure that vendors honor maintenance contract terms for project office equipment and monitors fuel consumption through vehicle logs and fuel purchases.   

• Supervise general office administration, human resource management, and the daily needs of office operations, including preparing personnel documents, and other administrative responsibilities and make sure project practices are in line with the policy and procedure manual.  

• Supervise drivers and field support and office assistants to effectively accomplish and manage the administrative workload to maintain smooth operational functionality of the office.   

• Initiate and coordinate any necessary administrative cooperation between the Addis Ababa office and the field offices,

• Assist as directed in the provision of rapid, efficient, and effective coordination on any emergency employee situation that may arise.   

• Implement and maintain office systems.  

• Maintain schedules and calendars for office staff. 

• Schedule and confirm appointments.  

• Prepare letters and documents and manage a filing system.   

• Support the Regional Program Manager with duties as assigned.  

• Proper care and maintenance of office stock items.   

• Maintain receipt, record and withdrawal of the stockroom.   

• Inspect deliveries for damage and discrepancies and report to immediate supervisor and respective staff.   

• Manage office supplies and stock items.   

• Ensure adequate record keeping and manage all documentation to confirm proper stock level and maintain Inventory control.   

• Handle flight and hotel reservation services as requested and settle payments with appropriate supporting documentation.   

• Handle petty cash and monthly working budget and make disbursements timely against written orders or authorizations; confirms that petty cash payment voucher and supporting documents are complete before effecting payments.    

• S/he is responsible in handling payments, such as per diem to staff and participants of training/workshops travelling to the different sites as required.    

3. Reporting  

This position will report to the Regional Program Manager (RPM) or designee. 

Job Requirements

 4.  Qualifications 

• Bachelor’s Degree or equivalent university degree.  

• At least 5 years of progressively responsible and relevant administrative and management work   experience.  

• At least 2 years of supervisory experience.  

• Experience with a USAID or other donor-funded program.  

• Demonstrated understanding human resource management procedures and local labor laws.   

• Demonstrated knowledge of all aspects of office management.   

• Ability to ensure compliance with USAID and Dexis policies, procedures, and regulations   

   regarding travel, program operations, recruitment, and HR functions.  

• Ability to prioritize and manage a high-volume workload in a fast-paced work environment.  

• Strong written and oral communication skills.   

• Demonstrated ability to maintain confidentiality and handle sensitive information.  

• Proficiency in MS Word, Excel and other basic computer applications.  

• Experience living and working in Ethiopia.   

• Fluency in written and spoken English and Amharic.   

• Advanced degree preferred 

How to Apply

Please send a letter of application and a CV (max 2 pages) in MS Doc or PDF format to THIS LINK no later than 5pm, Friday 10 May 2024. Do not attach certificates. Incomplete applications will not be considered.

N.B Only short-listed candidates will be contacted.