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Administrative Assistant

AIDS Healthcare Foundation (AHF)

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Business

Secretarial, Admin and Clerical

Addis Ababa

5 years

1 Position

2025-02-04

to

2025-02-12

Required Skills

organize facilities for office personnel

+ show more
Fields of study

Business Management

Business Administration

Logistics and Supply Chain Management

Full Time

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Job Description

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.9 million patients in 45 countries and is headquartered in Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand the delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for an experienced candidate for its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care for the following position.

Position Summary:

The Administrative Assistant is responsible for overseeing all office administration activities of the Country Program in facilitating efficient implementation. The scope of responsibility includes general office administration, fleet management, logistics support, property management, organizational security, assisting in personnel management, and ensuring compliance with AHF policies and procedures. The employee is expected to closely work with the Finance & Administration Manager and with other Country Management members, as required, in support of the overall program growth of AHF-Ethiopia.

Duties & Responsibilities:

  • Responsible for assisting in the optimal functioning of administrative and logistics management activities, as defined in AHF policies and guidelines, for all operational activities of AHF-Ethiopia

  • Responsible for carrying out AHF-Ethiopia day-to-day administrative and office-based activities in a manner that supports the efficient implementation of the Country Program

  • Regularly assess office administration needs to identify gaps in effectively implementing AHF activities in the Country Office, AHF Clinics, AHF-supported sites, etc. Prepare regular follow-up activities and report of remedies applied to Finance & Administration Manager 

  • Ensure continuous availability of office supplies, materials, and utilities, and ensure proper utilization

  • Coordinate transport needs, vehicle schedules, and dispatch drivers, and ensure efficient coordination of staff travels both upcountry and town errands  in collaboration with the Logistics Assistant 

  • Manage vehicle movement tracking and proper utilization in collaboration with the Logistics Assistant, and verify vehicle log sheets at the end of the month for approval and payment as necessary 

  • Withdrawal of cash advances for organizational activities, including meetings and  trainings; booking venue and accommodation for AHF-ET visitors and partners

  • Work with the store person and liaise with drivers, sites, team leaders, etc. to coordinate requisition and delivery to ensure items are delivered in the right quantities, qualities and time

  • Assist in regularly updating  fixed asset register, engraving assets, identifying and notifying management, assets due for disposal, midyear/annual inventory and asset verification

  • Prepare and regularly update the list of assets due for insurance and make sure that all vehicles are insured

  • Coordinate and ensure timely renovations, repairs, and maintenance and follow up of such activities in AHF Offices and different sites where AHF is supporting

  • Compile monthly staff timesheets, daily staff attendance sheets and part-time duty rosters for staff/non-staff to support the payroll processing and submit weekly summary report

  • Compile employee annual leave requests and keep record of monthly updates on the annual leave balance

  • In collaboration with the Operations Officer, work with the contracted security agency for coordination and management of security to ensure safety of AHF property and personnel

  • Work with the contracted cleaning agency, in collaboration with Infection Prevention Focal Person, to ensure proper hygiene and sanitation of the office, clinic, and outside environment; coordinate fumigation of sites as required

  • Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, vehicle log sheets review, visitors’ welcome packages, etc.)

  • Facilitate clearance of imported goods from customs or other relevant agencies in collaboration with Logistics Assistant and other employees (including Pharmacy Coordinator, Laboratory Coordinator, Operations Officer, etc.) 

  • Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.

  • Closely work with Finance & Admin Manager to ensure that all employees’ information, including existing and newly incoming employee, is filled in proper formats and reported to Private Organizations Employees Social Security Agency (POESSA) on timely basis

  • Regularly ensure the timely settlement of all utility bills, including water, electricity, internet and telephone bills, with concerned authorities

  • Follow up and collect employee medical reimbursement from designated insurance company and disburse the refunded amount to appropriate staff

  • Manage petty cash, ensuring accurate recording, reconciliation, and timely replenishment of funds

  • Organize and maintain financial documents in an orderly and accessible manner; Stamp "PAID" on all financial documents after processing payments to maintain proper records

  • Assist in the preparation of monthly financial reports and other finance-related documentation.

  • Coordinate and properly maintain records and follow up on the settlement of credit service payments AHF signed with pharmacies and other health facilities

  • Execute additional finance-related responsibilities whenever need arises, as assigned by the Finance and Administration Manager or Country Program Director

Job Requirements

Education, Qualification, and Experience

  • Minimum of Bachelor’s Degree in Business Administration/ Business Management, Administrative Service Management, or Supply Chain & Logistics Management or any other relevant discipline from a recognized College or University

  • Additional accounting or finance educational background and experience is required

  • Minimum of five years’ experience in a field related to administration and finance 

  • Experience working in an international NGO, preferably operating in HIV/AIDS, healthcare delivery systems, or related fields

  • Should have adequate knowledge in use of computer applications, especially MS Excel & MS Word, and Internet Explorer skills, plus knowledge in usage of Accounting Software

  • Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages

  • Follow instructions given in both verbal and written format

  • Effective time management and meeting deadlines maintaining quality

  • Flexible, proactive and able to organize work independently with minimum supervision

  • Good interpersonal interaction skills and keen to work with good team spirit 

How to Apply

Application Procedure:

Interested candidates should apply by email to: Regional Human Resources Manager – AHF Africa Bureau, through: Globalhr.Africa@ahf.org

Applicants are expected to send their documents to the above-stated address within ten (10) days of the announcement

The application is required to include a cover letter of interest, a detailed updated CV, a copy of academic documents, and other credentials in one file attachment (PDF or Word format) that must be submitted before the deadline.

NB:-

  1. Please do not forget to write title of the position for which you are applying on the subject line of your email so that it will be directed to the right department.

  2. Only shortlisted applicants will be contacted for interview. Phone calls and physical visits to the organization about the result are strictly forbidden and might be reasons for disqualification.

Fields Of Study

Business Management

Business Administration

Logistics and Supply Chain Management

Skills Required

organize facilities for office personnel

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