Position:                           Senior Administrative Officer

Term of Employment:   One Year with a possibility of extension  

Duty Station(s):             Addis Ababa

Required Number:         One

Application Deadline:    December 17, 2023

 BACKGROUND:

The Agricultural Transformation Institute (ATI) has been established by the Government of Ethiopia (GoE) to identify and address systemic bottlenecks to Ethiopia’s agricultural development. The Institute does this through problem-solving, implementation support, and capacity building of stakeholders involved in implementation of interventions that address the systemic bottlenecks. The Institute reports to a Transformation Council chaired by the Prime Minister and whose co-chair is the Minister of Agriculture. 

The programmatic focus of the Institute responds to a core set of needs identified by the Ministry of Agriculture and the Transformation Council. Within the Institute, issues are divided into three different groups:  Production and Productivity which includes Inputs and Crop Protection, Livestock, Research and Extension, Mechanization and Rural Finance; Agribusiness and Markets including Market Support Services, Commercial Farming, Argo-processing & Market Development, and Cooperatives Development; and Environmentally Sustainable and Inclusive Agricultural Growth including Natural Resource Management, Sustainable Land Management, Gender Equality and Nutrition, Climate Change and Disaster Risk Management, and Planning and MLE. Across the programs, the ATA engages public, private, and non-governmental stakeholders to support strategic planning, manage and strengthen implementation capacity and test innovative models.

 Our Culture

We have an exceptional team of employees with a proven track record of success in managing complex activities and achieving transformational results.  Our culture is one where talented individual are committed to doing their best and work together to achieve excellent results. 

At ATA, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector.  We offer rewarding work in a young, fast-paced growing organization with passionate, motivated colleagues and excellent career development and training.  We recognize our most valuable assets are our people and are committed to providing our employees with the tools and training necessary to achieve their career goals. 

 POSITION SUMMARY:

 The Senior Administration Officer will be responsible for planning, directing, and overseeing office and event facility services, which include office repair and maintenance, in-house security guard management, janitorial services, canteen, front desk services, and other services the needs of the organization, employees, and visitors are met accordingly.

 The senior Administration Officer reports to the logistics and admin. Director and serves as a member of the logistics & admin team along with the senior logistics officers. this position is primarily responsible for all administration services such as office and premises, seat arrangement, office entertainment services, office repair and maintenance, office cleaning and waste disposal and parking lots, and making sure all surrounding environments are in a suitable condition for work.

ACCOUNTABILITY:

 A. FACILITY MAINTENANCE SUPERVISION

• Supervise the overall services provided within the facility and create a suitable environment for the purpose and need of the facility, such as office building, seat arrangement, office entertainment services, office repair and maintenance, security, cleaning, catering, waste disposal and parking lots.

• To be responsible for the overall security management of the office including ensuring that staffs are aware of the procedures on the security access control application system.

• To draw up maintenance schedules and set routine schedules of work for cleaning staff, premises and office repair and   maintenance   staff to ensure consistently   meet  high standards  of service.

• To ensure that all statutory elements of health and safety are implied and undertaking responsibility for monitoring first aid and emergency equipment are maintained properly in the office and are in a safe and healthy condition.

• Ensuring all firefighting and fire extinguishers are functioning properly and periodically checked for expiry date and other safety equipment.

• To be responsible for the planned and ad hoc maintenance and upkeep of the office and equipment including the required safety checks.

• To determine whether maintenance should be undertaken in-house or by commissioned contract services and to assist in the selection of contract services where appropriate, through consultation with senior logistics and admin Director.

• To be responsible for ensuring the safe and efficient operation of all office-related mechanical, electrical, and sanitarian services are properly working.

• Conduct regular up-keep checks in the office premises for any civil and maintenance-related works (walls, doors, mounted agricultural galleries,  pictures   and walk-ways,  etc.) are maintained   in a proper  manner

• Prepare and implement re-orientations of office furniture/open plan workstations, office relocations and changes as required by the user and management team.

• Attended fault repair requests including maintenance and re-fixing of office furniture and fittings in offices as requested by employees. Work on continuous provision of generator fuel, water provision and utility payments.

 B. CANTEEN SUPERVISION                     

• Current food handling policies and regulations to prevent food spoiling and contamination.

• Occupational Health and Safety legislation.

• Effectively manage canteen, staff refreshment, and staff utilities stock:

• Order and receive stock from ATI store at Logistics by maintaining the required stock level of staff refreshment consumables and staff utilities.

• Together with the canteen service provider maintain sufficient stock quantities for weekly canteen service.

• Together with the canteen service provider undertake quarterly stock balance of canteen facility and equipment.

• Prepares periodic operational report on canteen services and challenges to be addressed.

• Ensure that the canteen is re-stocked as necessary.

• Effective monitoring of price of meal per plate:

• Ensure the agreed price of meal per plate is always maintained during the signed contract period of ATI and canteen service provider.

• Review all invoices to ensure they are accurate.

• Provide all financial records as requested by the Administration/Logistics Director.

• Monitors efficient utilization of electricity, LP gas, and other utilities supplied for canteen service and office refreshment services.

• Supervise canteen service crew and staff refreshment provision.

• Ensure the canteen service provider has recruited qualified chef and crew to the required number.

• Ensure all crew members have always fulfilled the current food handling procedures and regulations.

• Supervise the staff canteen refreshment is facilitated at ATI offices and ATI canteen hall on time.

• Coach and administer the ATI Coffee Attendants, supervise daily activities of Coffee Attendants.

• Collaborate with Manager to coordinate and implement special events and activities, e.g. New Year events, traditional coffee ceremonies, Christmas events, decorations, raffles, etc.

• Organize the daily closing activities for the unit, including cleaning, dishwashing, food storage, etc. 

• Health & Safety Issues

• Identify key areas of risk in various foods all equipment is functional to be usable for the day-to-day canteen/staff refreshment service.

• Address maintenance, safety & security issues immediately upon their occurrence

C.  FRONT DESK SERVICES SUPERVISION                          

 The senior Administration Officer will be responsible for the reception of ATI visitors and incoming and outgoing correspondence at the front desk and handle PBX telephone operation in an efficient and professional manner. He/she will supervise the effective and efficient air ticket provision for ATI staff as requested.

D.  SECURITY SERVICES

Oversee asset protection for ATI, from the protection of people and staff to the prevention of theft and inventory loss. Develop and implement security standards and ensure that they are followed by all company staff. Make sure the ATI compound is theft free and accident-free working environment including the parking areas and garage area.

E.  JANATRIAL SERVICES

 The Senior Administration Officer is responsible for managing the cleaning team and ensuring work areas are clean. He/She inspects the work area cleaned by cleaners. Oversee all the cleaning of the office building, working stations, basement, parking area, and all the office premises of ATI. He/she manages the work schedule of cleaners and reallocates work to cover absences. He/She ensures all cleaning equipment is well maintained and is safe for use. He/she checks on the stock level of cleaning materials and equipment.

F.  GENERAL ADMIN SERVICES

Logistical support and maintenance

• Address maintenance, safety & security issues immediately upon their occurrence.

• To supervise maintenance schedules and set routine programs of work for cleaning staff, premises and office repair and   maintenance   staff to ensure consistently meet high standards of service,

• To ensure that all statutory elements of health and safety are implied and undertaking responsibility for monitoring first aid and emergency equipment are maintained properly in the office and are in a safe and healthy condition.

• Manage and oversee the availability of drinking water, refreshments (tea, coffee, and sugar), resting room sanitarian supplies, and repair and maintenance parts and replenishment on time.

• Completes office and premises general service work orders in a timely fashion and provides status updates of work orders to the requester and supervisor.

• Work to make all staff are getting air ticket requests.

• Assign and overview incoming letters to the concerned Directors.

• Assist the Administration & Logistic Director in all matters related to the canteen, cleaning, Security, and facility maintenance services.

• Perform other duties as instructed by his/her supervisor.

Job Requirements

• MA or BA Degree in Business Administration, Management or related field from a recognized university/institute.

• Minimum of six years for a BA Degree or four years for a master’s degree with relevant experience working in administration and office management within an international organization preferred.

• Strong knowledge and ability to work in a hybrid cultured organization.

• Good interpersonal skills, adaptability, flexibility, and ability to prioritize tasks.

• Good planning and organizational skills.

• Innovative and problem-solving skills and capacity to deliver under pressure.

• Strong people and client relationship skills.

• High level of commitment    and working with minimal supervision

• Fluency in Amharic and a working knowledge of English is a requirement. Ability to speak and write clearly and unambiguously, including communicating precise technical specifications or needs to contractors and customers,

• Basic use of Microsoft packages and ERP application systems.

• Ability to work under pressure.

How to Apply

APPLICATION INSTRUCTIONS

We invite all candidates meeting the required qualifications to submit (i) a cover letter and (ii) a CV (maximum 5 pages) to THIS LINK

Please DO NOT submit scans of certificates with your application.

Women are highly encouraged to apply.

Only short-listed candidates will be contacted.