Vital Strategies, headquartered in New York City, is an international public health organization. Our programs strengthen public health systems and address the world’s leading causes of illness, injury and death. We work in more than 70 countries, supporting data-driven decision-making in government, advancing evidence-based public health policies, and mounting strategic communication campaigns. Vital Strategies’ priorities are driven by the greatest potential to improve and save lives. They include non-communicable disease prevention, tobacco control, road safety, food policy, environmental health, civil registration and vital statistics, and overdose prevention. Our programs are concentrated in low- and middle-income countries and cities in Africa, Latin America, Asia, and the Pacific.

Reporting to both the Deputy Director, Finance & Operations, and the HR & Operations Manager, the role supports day-to-day office administration, finance, operations, and human resources functions. By maintaining effective systems, ensuring smooth operations, and delivering high-quality support services, the role contributes to a productive, well-organized, and compliant office environment.

Duties and Responsibilities 

HR & Operations (65%)

Travel Support: 

• Support travel and logistics arrangements for staff and visitors. 

• Arrange hotel bookings for Vital Ethiopia staff and visitors as requested. 

• Provide support for booking flights for Vital Strategies Ethiopia staff based on approved travel request and arrange vehicles for staff travel as required. 

• Provide administrative support in obtaining visa permits including preparing forms and following up on processes for local/international staff and visitors as per procedures. 

• Provide additional travel-related support to international staff and visitors, as needed.

HR Administrative Support:

• Assist the HR & Operations Manager with onboarding new hires and administratively supporting the process for departing staff. 

• Assist the HR and Operations Manager in collecting and filing employee documents in line with established processes. 

• Assist in scheduling calls to support recruitment efforts.

Reception and Common Spaces:

• Greet guests, Answer phone calls, collect and distribute mail, manage meeting room booking. Maintain pantry and supplies. 

• Ensure common spaces and utilities are well maintained; liaise with cleaning services. 

• Maintain contact with internal and external groups to support meeting preparation and coordination of meeting logistics

IT Support: 

• Assist the HR/Operations Manager in monitoring office equipment’s (e.g., printers, internet service) and report outages or issues. 

Purchasing Support: 

• Under the direction of the HR & Operations Manager, assist Vital Strategies office purchasing by supporting competitive pricing research for vendors and supplies and collecting quotes. 

•  Monitor, track, and purchase office and kitchen supplies to ensure the office is well stocked and inventory is well managed. 

• Ensure supplies are recorded, managed, and distributed to staff upon request 

Finance & General Administrative Support (35%)

 Finance Administrative Support: 

• Support the finance officer with routine financial processes, including collection of payment deposit slips, assisting with delivery of payment to banks, and providing administrative support for monthly settlement of tax to government. 

• Assist in maintaining petty cash records in line with Vital Strategies policies and procedures. 

•  Prepare documentation for petty cash payments and submit for approval 

• Filing and documentation of vendor contracts, purchase orders, invoices, debit and credit notes and related payments. 

• Any other finance activity assigned by the supervisor. 

General Office Administrative Support: 

• Provide administrative support to the Country Director as needed 

• Provide administrative office support for a variety of tasks (i.e., create and/or format documents, filing, draft simple correspondence messages, and assist in preparing meeting materials). 

• Assist in organizing meetings including making venue arrangements. Maintain an up-to-date contact list of partner organizations, emergency service providers and others as needed by the office

Job Requirements

Qualifications 

Education and degree 

• Bachelor’s degree in business management or a related field preferred or equivalent years of work experience. 

Skills & abilities 

• Intermediate expertise in MS Excel, including proficiency in formulas 

• Ability to maintain high standards of customer service through responsive and timely communication 

• Extremely well organized and highly attentive to detail 

• Ability to multi-task and the meet deadlines in a timely manner 

• Ability to work with global teams on multiple time zones

Experience 

Experience required: 

• Minimum of 2 years of experience in operations, or general office administration. 

Working Conditions and Physical Requirements: 

• This is a full-time position that will be based in the Vital Strategies Ethiopia Office. This is an 100% office-based role. 

• This position may include lifting, moving, or carrying boxes, equipment up to 13.5 kg

How To Apply

If you are interested in being considered for this role, please send your CV to hermela@ethiojobs.net with the Subject: “Administrative Assistant"