Job Title

Administration Assistant 

Place of work:  Addis Ababa, Ethiopia

Grade:  C 

Contract type:  Open-Ended

Reports to:  Administration and Logistics Coordinator 

Manages:  Nil

Work RelationshipsInternal: All WAE staff, Procurement and Contract Coodinator, WaterAid EA Region, & other Global staff.

External: Relevant Government Ministries/ Agencies, other institutions, service providers, WAE vistors, consultants that may be hired in WAE

Budget responsibility No

Introduction

WaterAid has started its work in Ethiopia since 1983 and established its Country Programme in 1991. It has been engaged in the water, sanitation and hygiene (WASH) sector since then with a vision of everyone everywhere has access to clean water, improved sanitation and hygiene. So far, WaterAid Ethiopia has grown to become a nationally recognized actor in the WASH sector. It has been operating in Amhara, Oromia, Benishangul Gumuz, SNNPRS and Harari Regional States and Addis Ababa City Administration. This growth as well as new developments in the Ethiopian WASH sector through various frameworks such as Growth and Transformation Plans and the ONE WASH National Programme (OWNP) with scope to expand Climate Resilient WASH Programmes, the Universal Access Plan (UAP), and Sector Wide Approach (SWAp) and other relevant policies and strategies present opportunity to WaterAid Ethiopia to advance WASH services. WaterAid has put in place a ten years Global Strategy (2022 – 2032) that made a bold commitment to “ending the water, sanitation, and hygiene crises together – for everyone, everywhere”. WaterAid Ethiopia (WAE) has also developed a five-year (2023 – 2028) Country Program Strategy that is aligned with the Global Strategy and focuses on 2 Aims: Achieve universal, sustainable, and safe WASH services in focused geographic areas to influence wider change; and Strengthen the resilience of WASH to climate change. For effective achievement of these aims, WAE employs System Strengthening as its core approach that also contains five key aspects that cut across the Aims: service delivery and capacity strengthening; influencing; partnership and alliances; gender equality and social inclusion; and evidence, learning and innovation and strategies on promoting sustainable WASH services and behavior changes. 

Administration Assistant will mainly ensure effective and efficient planning and management of administrative support functions including responsibility for front office and visitor management, logistics, records, and information management, documentation, facilitation of travels and accommodation to WAE staff and guests and upkeep and management of WAE’s properties in Addis Abba

Main Responsibilities and Duties

Front Office support

•  Supporting the Front Office to ensure that reception services including telephone calls, letters, e-mail etc. are provided in such a professional fashion that visitors are provided with a warm welcome and that their needs are swiftly met. 

• Receive visitors and inform their hosts.

• Receive and respond to telephone and face inquiries, and email inquiries directed as well as incoming and outgoing letters.

• Arrange meeting room and ensure team, refreshments and logistics required for meeting are procured and availed.

• Receive, open, correspondences addressed to WAE and channel to relevant Managers and staff for action.

• Administration support 

• Receive, review, and initiate payment requisition, rental, utility bills,
  subscriptions or other service contracts (photocopier, internet and other machinery
  servicing contracts) are renewed in a timely manner through maintenance of
  a holistic Administration work plan and monitoring schedules.

• Support the head of POD in scheduling interviews, contacting candidates, and preparing paperwork for interviews and assessments.

• Ensure filing and maintenance of staff and HR records and information.

• Support the Procurement & Administration Coordinator in disseminating requests for proposal, receiving bids and processing paperwork for the procurement committee.

• Manage and set meeting rooms for various meetings and engagements.

• Supervise office cleaning and maintenance staff and ensure general cleanliness of the office. 

• Support the Administration and Logistics Coordinator in provision of logistic services including travel arrangements, store arrangements, conference venue bookings, meetings arrangements, purchase and issuance of travel tickets and visa arrangements etc.

HR support

• Provide support to the HR Coordinator in facilitating recruitments, onboarding, and exit processes.

Safeguarding, Safety & Security

• Create and maintain an environment that upholds WaterAid’s Global Code of Conduct and associated safeguarding and child protection policies.

• Ensure that Safeguarding, Child Protection, and Gender Equality policies are fully embedded in project design and implementation as well as relationships with all actors.

• Ensure that comprehensive health, safety, and security measures (e.g risk management plans, local security protocols) have been put in place when designing Programmes/projects and are consistently upheld during their implementation. 

• Ensure that partners WaterAid works with adopt the same health, safety, and security standards (as defined in any applicable WaterAid health, safety, and security policies), and arrange for capacity-building support where gaps or weaknesses are identified.

• Understand and put into practice the responsibilities under Safeguarding, Child Protection and Gender policies and Code of Conduct (CoC).

• Adhere to any local security protocols that have been put in place when working in the office, traveling to the field, or undertaking project / Programme activities.

• Immediately report any health, safety, and security incidents or near-misses that occur on WaterAid duty to their line manager, Security Focal Point or CD.

• Behave and act in a manner that does not put colleagues or anyone that interacts with WaterAid in immediate danger or harm’s way.

Other duties

Perform any other responsibilities, tasks or activities as reasonably required by line manager as the range of duties are not intended to be a complete description of all.

Job Requirements

Qualifications, Knowledge, Skills and Experience

• A Diploma in management, business studies, administration, secretarial studies, or other related field.  A Bachelors degree will be an added advantage.

• At least 3 years’ experience in office administration, procurement and secretarial and support roles.

• Dependability and ability to maintain the highly confidential nature of administrative and procurement work.

• Sound procurement knowledge and exposure, logistics administration.

• Vey high level of personal and professional integrity and trustworthiness. Proven integrity and character, especially in the stewardship of resources, transparency and accountability. 

• Extensive knowledge of office administration and management

• Knowledge of air ticketing, immigration rules, training and workshop venues, office cleanliness, hygiene, gardening and ground keeping

• Excellent planning and prioritization skills

• Secretarial and Computer Skills in MS Windows, Word, Excel, internet explorer, Outlook express or Microsoft outlook Competencies

• Excellent communication skills, both written and oral  

• Excellent relationship building skills.

• Competency in WaterAid common approaches to work including partnerships, convening, inclusion, systems strengthening, creating behavioral change, and mainstreaming gender and inclusion of youth.

• Good customer care skills.

• Strong relationship building. Building and managing relationships with key stakeholders. 

• Commitment to WAE’s Values and working style that exhibits our leadership behaviours.

• Planning, organizing, analysis and reporting

• Good skills in public speaking, documentation and information management.

• Proactivity and practicing innovation and change.

• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time.

• A 'can-do' attitude and resilient character with the ability to manage expectations

• Team player.

• Inclusive and value for diversity

• Personal Integrity.

• Flexibility.

• Thoroughness.

 Key competences and Skills (expertise, behavioral competencies)

 How to Apply

Interested and qualified applicants should apply through THIS LINK