Objectives: The purpose of the Adminstrative Assistant is  to provide key support to the Secreteriat  in areas of Finance, procurements, adminstration, office management and progam data base mangemment. 

This include, monitoring program costs and produces different financial reports. In addition, maintaining cross departmental relationships, arranging repair/maintenance of office equiment, managing procurement and maintainance of office suplies/equipments, arranging travel and other logistical matters, mainintaing office documents, assisting program data base mangement,  assisting in financial/narrative reporting and budget preparations, assisting in workshop/meeting organizations and ensuring the smooth running of the Unit are the major ones.

 Responsibilities and Tasks   

 Administrative Support:

·         Provides administrative backstopping to the Unit including, but not limited to, first point of contact with internal/external parties, confirming appointments, drafting letters of response, etc.;

·         Overall office keeping such as arranging for repair and maintenance of office equipment, receive, store and maintain office supplies and equipment, and send, receive and sort mail and other packages;

·         Makes travel arrangements for the Unit’s staff as well as partner representatives when deemed necessary;

·         Creating and maintaining office documents such as, reports, payment requests, proposals, contracts/agreements and other correspondences;

·         Handles procurement requests for travel, office supplies/equipment, and provides administrative supports as required;

·         Provides support in coordinating/organizing meetings/workshops;

·         Maintains/improves cross department/section relationships.

 Maintenance/Management of Files/Records:

·         Ensures all project documents are filed in systematic and orderly way;

·         Checks information for accuracy, and ensures that it is up to date and relevant;

·         Retains up to date information and profile of all projects and ensures that all project reporting is communicated to relevant partners;

 Financial oversights and Reporting:

·         Assists Program staff on quarterly pipeline report consolidation;                                 

·         Participates in processing of new project number and fund codes from CHQ and consolidates the required documentation from program side;               

·         Provides support to program staff on the analysis of Financial Reports, donor regulations and compliance issues;                                                                                                              

·         Actively participates in the monthly financial report reviews for the secretariat and make necessary adjusting entries, if any;

·         Reviews & analyses sub grant reports and passes the necessary journal entries for assigned partners’ financial reports;                                                                                                     

·         Supports the Financial Analyst by ensuring budgets, monthly financial reports/ budget utilization reports are analyzed and brings to attention of the Grant Contract, Financial Analyst red-flags requiring immediate attention; 

·         Facilitates procurement requests and ensures budget exists for such demands;

·         Assists in quarterly/semiannual and annual financial and narrative report preparation

Qualifications: B.A. in Administration, Management or equivalent combination of education.

 Experience: One year of relevant experience.

 Technical Skill:

§  Computer skills in accounting software applications,  Data base Management, Power Point, Word, Excel, etc.;

§  Proactive, resourceful, capable of multi-tasking and showing initiative;

§  Fluent in both spoken and written English and Amharic;

§  Excellent communication and presentation skills;

§  Firm belief in teamwork, gender equality, sensitivity to HIV/AIDS, transparent and participatory management.

§  Well organized and able to work independently.

 Competencies:  Respect, accountability, courage, excellence, building partnership, analytical ability, stress tolerance, initiating action, customer focus, interpersonal skill, planning, and organizing.