External Vacancy Announcement

Job Title: Administrative Assistant/Receptionist – Maternity Cover  

Position Type: Contract

Reports to: HR Manager

Posting Location: Addis Ababa

Duration: 4 months

Application deadline: March 4, 2021

Background:

John Snow, Inc. (JSI) is a public health management firm, headquartered in the United States, dedicated to improving the health of individuals and communities throughout the world. JSI has been implementing public health work in Ethiopia for over 25 years.

JSI is implementing the five-year Digital Health Activity in Ethiopia, which is funded by the United States Agency for International Development (USAID). The purpose of this Activity is to support the Government of Ethiopia (GOE) to improve the quality of health services and create a sustainable health care system through the use of data for decision making, as well as to provide similar services to other countries in Africa or to respond to a crisis in Ethiopia (as needed). The primary objectives of the Activity are to 1) support information technology systems and data repository at all levels; 2) build a culture of data use; and 3) improve capacity and governance of MOH health information systems management.

We are looking for Receptionist who will support the finance and operations team with regular and special activities, including office management, reception, office equipment maintenance, purchase of office supplies, handling of petty cash, and facilitation workshops/trainings. S/he will also serve as a communications link between the management team and the field staff, assisting with both written and verbal communications, wherever feasible.

Responsibilities:

Specific responsibilities will include, but not be limited to, the following:

• Greet and receive visitors to the JSI project office;
• Receive and distribute JSI project mail, courier, and hand-delivered items;
• Perform receptionist duties for the JSI projects in Addis Ababa, receiving and directing phone calls and processing call requests for project staff;
• Assist in maintaining the “Home Office” calendar of all correspondence/documents required to be sent to the DC office;
• Send and receive faxes, letters, emails, and project documents, as requested;
• Maintain incoming and outgoing correspondence log;
• Assist in maintaining up-to-date files of the actual documents that have been sent to the “Home Office” (for all correspondence/documents required to be sent to DC office) and be responsible for sending certain ones, as agreed, on a regular basis;
• Facilitate travel, hotel, and logistics arrangements for Home Office staff, consultants, trainers, trainees, and project-related business travel;
• Perform clerical and administrative tasks as needed/requested for the orderly operation of JSI and staff;
• Manage all stationeries, copying and binding of training materials;
• Coordinate the completion and production of JSI projects quarterly newsletter, ensuring that articles and information are provided in a timely manner;
• With the supervision of finance office, handle petty cash in the Addis Ababa office, requesting replenishment as necessary, certifying accuracy of all petty cash vouchers, ensuring all payments are supported by appropriate documents, and all goods and services paid for are received.;
• Working closely with finance team and providing first step review of expense reports coming from regional offices.;
• Maintain telephone/fax logs of all official and private calls, and submit private call reports on a monthly basis;
• Maintain the integrity and confidentiality of JSI projects files, records and information at all times;
• Assist project’s management team with special projects, as assigned;
• Assist in the process of procurement;
• Assist in the co-ordination of staff meeting resources (printing materials, stationeries, photocopies, etc)
• Responsible for implementing JSI's Accountability Framework and Code of Conduct, and adhering to JSI's polices on fraud management and
• Perform any other duties as required and/or assigned.

Job Requirements

Qualifications:

Applicants for this position should possess the following qualifications:

• Diploma or higher education in office management, secretary or related field.
• At least three years’ experience in office management/secretarial position, preferably with increasing responsibilities.
• Fluency in the English language.
• Proficiency in computer software, such as Windows, Word, Excel.
• Knowledge of computer networking systems, email systems, and internet.
• Good communications and interpersonal skills

 JSI/WEI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D.

How to apply:

Interested and qualified applicants should follow the below instruction and apply through the online application form no later than March 4, 2021.

1. Fill out the online application form using this form: Online Application Form. If you don’t fill the online application form, your application will not be considered.
2. Submit your resume and cover letter to dhoperationsjobs@jsi.com
3. You must include the name of the position you are applying for in the subject line of the email. If this is not included, your application will not be considered.
4. Any application received after the closing date will not be considered.
5. Application deadline: March 4, 2021.