CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality, and we seek dignity for everyone every day and during times of crisis.  These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world.  Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe.  Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

I.  Job Summary

The purpose of the Administration Assistant FO position is to provide a wide variety of clerical assignments in support of the FO team. S/he is required to keep complete, comprehensive, and up-to date records as requested by the area office administrator and support the daily administrative operations of the office. The position provides key support in areas of administration and office management. This include maintaining cross departmental relationships, establishing documentation system and handling the proper filing of documents, availing stationary and other secretarial support and assisting in the smooth running of the office S/he will coordinate with the travel and events officer in HO for all travel and event related requests.

II. Responsibilities

Job Responsibility #1: Administrative support (50%)

• Receive visitors, provide information and guide or direct to the office of the person expecting the visitor (s)

• Provide proactive administrative support including, but not limited to, first point of contact with internal/external parties, confirming appointments, etc.

• Direct e-mail messages, letters and faxes to the right person or department

• Ensure the timely and efficient dispatch and receipt of all communications

• Type circulars, memos, reports confidential letters etc.

• Reply to basic letters and queries as agreed with FO management.

• Translate correspondence between English and Amharic or other languages as required

• Provide overall support to the FO coordinating with the office administrator or head of operations for repair and maintenance of office equipment and the storekeeper for receipt of office supplies

• Ensure that the necessary stationary is available on time

• Operate the telephone switchboard

• Check monthly telephone and fax bill and report any disallowed costs to the office coordinator

• Raise PRs in People Soft for Operations team. Follow up same for the timely supply of requested items

Job Responsibility #2: Travel and events booking (10%)

• Support all travel and event related requests for FO team through the travel and events officer at Ho and/or in coordination with respective requesting unit from the FO

• Communicate schedule for visitors and staff from HO and provide required information to facilitate transport and accommodation requests

• Manage internal meeting room utilization and external event booking with hotels for the FO

• Provide feedback on services rendered on regular basis

• Participate in regular meetings of the admin assistant pool led by the Office Administrator or FO

• Leadership Team support to improve processes and efficiencies.

Job Responsibility #3: Management of documents (20%)

• Receive in-coming mail and dispatch out-going mail according to CARE Ethiopia’s mailing practices

• Collect and deliver incoming/outgoing correspondences from/to their respective destinations

• Establish appropriate filing/documentation system for all documents under her/his custody, both physically and electronically

• Establish and maintain a system for ease of document identification and retrieval

• Sort, register and file documents, letters, circulars, and other forms of correspondence.

• Keep custody of different types of contract agreements and sensitive organizational documents

Job Responsibility #4: Photocopying, binding, and scanning (25%)

• Handle photocopy and scanning requests

• Make copies or scans of correspondence, reports, etc…

• Compile reports and other documents binding them when requested

• Keep custody of stationary and ensure its availability at all times

• Ensure that photocopying, duplicating and binding machines are properly working and support access to other admin assistants for use

Job Responsibility #5: Other (5%)

• Carry out other duties as required

III GENDER EQUALITY

• Be observant of any misbehavior regarding gender, and report it to the responsible person.

• Produce sex disaggregated data at HH, community, project, program and organizational level as   appropriate.

• Uphold gender and diversity values of CARE whenever dealing with staff, communities and partners.

Job Requirements

IV.   Qualifications

Education

• Diploma/BA Degree in HR Management, Business Administration

Qualifications

• 2 years of relevant work experience for diploma holders 1 year of relevant work experience for BA degree in Human Resources Management or related Field

• Minimum of 6 months for Care internship service.

• NGO experience is a plus.

Skills Required

• As per Job Description

How to Apply

Register using THIS LINK

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.