Admin Intern

at TechnoServe
Location Addis Ababa, Ethiopia
Date Posted October 31, 2022
Category Administration
Job Type Full-time
Currency ETB

Description

  • DUTIES AND RESPONSIBILITIES

The Admin Intern is to:

  • Maintain and operate quality and efficient communication services through handling incoming outgoing calls, and e-mails correspondences.
  • Assist team members in briefing administrative rules and regulations pertaining to interpretation and submission of various admin forms i.e. expense reports, timesheets, travel advance, etc.
  • Receive guests and visitors, provide assistance and appropriate information and/or facilitate their visit as per schedule provided.
  • Provide support in photocopying, duplicating and binding materials and other correspondence and documents to Addis staff
  • Reviews and recommends procedural changes to ensure compliance with policy and improve work processes
  • Give support for the setting up of the filling system and the archiving process
  • Maintaining accurate and up to date contact lists of staff and clients using Excel sheet and share with your supervisor if there is a change
  • Assist prepare payment requests related with travel, hotel and others and provide the necessary charging codes (fund codes, responsibility centers, and geographic codes) to finance.
  • Assist agreements signed with service providers are up-to-date, readable and chronologically ordered (like systematically arranged for ease of access).
  • Keep record of all Ethiopia offices with proper addresses and locations (like town, woreda, house number, the house owner name, TNS representative (lead) name and so on).
  • Assist staffs in providing secretarial services in case of emergency needs.
  • Receive and review the approved requisitions by fund managers’/budget holders

Procurement:

  • Assist to prepare procurement / tender documents for RFQs/ RFPs, initiations to bid for procurement unit and co-ordination of their timely dispatch by email, messenger and in person;
  • Routing copying, scanning and circulation of quotes, bids and proposal for evaluation;
  • Assist the Procurement Officer in maintaining current up to date Procurement documents
  • Maintains contact with vendors regarding orders, market conditions, and trends; coordinates purchasing from vendors
  • Assist in updating procurement documents (quotes, bid analysis, evaluation, purchase order, contract, etc) into procurement database
  • Assist with managing the administrative process throughout the duration of the preparation of the all documentation until the award of the contract
  • Assist in preparation of updates on procurement for project team, admin, finance, and others on weekly basis
  • Tracking approved PR and update its status weekly
  • Provide purchased materials to the responsible receiving office and do all actions for completing the process.
  • Assist in maintaining appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purpose.
  • Perform other duties related field as assigned by supervisor
  • Review and receive items based on purchase orders, purchase requests and invoices
  • Acknowledge items physically received matches with those requested and ordered
  • Always inspect items for their quality and for any tangible damages and liaise with the relevant personnel for any irregularities
  • Note items that are missing or in bad condition and communicate to the Administrative Officer
  • Up on issuance, register all fixed assets are recorded in fixed asset register book with the relevant custodian name, location of the assets, specifications and so on
  • Ensure fixed assets have an assigned tag number affixed to it before the person takes it from admin
  • Ensure fixed asset movements between individuals are up-to-date in the fixed assets register book and proper documentations filed
  • Update the register after every issuance, disposal, transfer or receipts of all fixed assets
  • Handle other assignments as required
  • REQUIREMENTS/KEY QUALIFICATION
  • Bachelor’s degree in business administration or related field
  • 0+ year of experience with preference in office administration, bookkeeping, store/fixed assets management
  • Understanding of relevant legislation, policies and procedures
  • High level of organization and efficiency
  • Clear and concise communication skills
  • Computer skills (emails, scanning, word processing and accounting)
  • Ability to manage multiple tasks at once for different individuals in the office
  • Results focused and aware of the different challenges faced by individuals
  • Culturally aware and able to speak English and Amharic fluently.
  • REPORTS TO: Administrative Officer
  • POSITION LOCATION: Addis Ababa, Ethiopia
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