Admin Assistant and Receptionist

at Dexis Consulting Group
Location Addis Ababa, Ethiopia
Date Posted July 14, 2022
Category Administration
Job Type Full-time
Currency ETB


I. Overview

The Ethiopia Support Program (ESP) is funded by the Office of Transition Initiatives (OTI) as part of the Bureau of Conflict Prevention & Stabilization within the United States Agency for International Development (USAID). The program is operated through a contract with Dexis Consulting Group (Dexis) from its office in Addis Ababa, Ethiopia.

ESP’s goal is to build an enabling environment for inclusive and peaceful national consensus processes by strengthening intra- and inter-group relationships and actions, advancing inclusive and constructive public discourse, mitigating mis/disinformation and hate speech, and responding rapidly in the wake of violent conflict

The purpose of the Admin Assistant and Receptionist position is to receive people coming to Dexis Office, ascertain their wants and directs them, accordingly, operate telephone switchboard, facilitates communication with the staff, flight reservation and hotel booking for staff and program activities as requested. Design and edit various Newsletters and brochures prepared by the organisation, provide support to program and finance unit as per the request. The post holder will manage the petty cash for recurrent payments as per the organization policy and procedures.

Specific Responsibilities

  • Welcome guests and staff to the office.
  • Maintain the logbook of all visitors including service providers.
  • Manage the supply cabinet.
  • Take notes at all staff meetings and send to the Operations Manager for review.
  • Support the Finance Team when they need photocopy support for documentation.
  • Implement and maintain office systems.
  • Maintain schedules and calendars for office staff.
  • Schedule and confirm appointments.
  • Set up and maintain filing systems.
  • Coordinate the flow of information both internally and externally, including mail and other material.
  • Prepare letters and documents.
  • Operate office equipment.
  • Answer telephone, screen, and direct calls, take and relay messages, assist callers.
  • Provide general administrative and clerical support.
  • Support the HR and Office Manager with duties as assigned.
  • Handle flight and hotel reservation services as requested and settle payments with appropriate supporting documentation.
  • Handle petty cash and monthly working budget and make disbursements timely against written orders or authorizations; confirms that petty cash payment voucher and supporting documents are complete before effecting payments.
  • S/he is responsible in handling payments, such as per diem to staff and participants of trainings/workshops travelling to the different sites as required.
  • Maintain relevant financial documents and prepare liquidation reports; requests for the replenishment of the petty cash when it reaches the minimum limit following submission of the liquidation report; the report has to be checked by the HR Specialist and Office Manager before submission to the Finance Unit.

Job Requirements

  1. Qualifications

Minimum Requirements:

  • University degree or equivalent combination of education and work experience in a relevant field.
  • At least 1-3 years of relevant experience.
  • Demonstrated experience in administrative or logistical support role.
  • Relevant experience on inventory support and management
  • Relevant experience in petty cash management
  • Ability to prioritize and manage a high-volume workload in a fast-paced work environment.
  • Strong written and oral communication skills.
  • Proficiency in MS Word, Excel and other basic computer applications.
  • Fluency in written and spoken English and Amharic.

Preferred Requirements:

  • Experience with a USAID or other donor-funded program.
  • Ethiopian nationals strongly preferred.
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