About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 12 Regional Offices, 34 Zonal Branches and 131  District/Woreda Branches, 599 Woreda Red Cross Committee  and 5871 Kebele Red Cross  committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Key performance area

Under the direction and supervision of DRC, country office, Administration & Finance Assistance is responsible for the following major functional duties.

PURPOSE STATEMENT

The Administrative Assistant shall provide support to the DRC staff members in Ethiopia Country Office with the aim of ensuring the efficient, effective and timely administration and running of the country office.

MAIN TASKS

Under the supervision of the Country Manager, carry out administrative and logistical tasks related to the country office. This will include:

• Ensure implementation of DRC’s administration procedures within the country, and provide appropriate guidance to DRC staff members
• Assist with the planning and follow-up on office meetings, including preparing invitations, maps and agendas, as well as taking minutes
• Ensure that the contact lists for DRC staff in Ethiopia is always updated and available to all DRC staff members
• Ensure that the DRC welcoming note is always updated and shared with visitors prior to arrival together with the security guidelines
• Liaise and follow-up with ERCS on services provided to DRC staff members as part of the integration agreement. This will include:
• Supporting DRC visitors to Ethiopia in obtaining visa and booking accommodation and airport transfer
• Supporting country office staff and delegates with following up on residence maintenance issues
• Following-up with ERCS on facilitating resident permit for incoming delegates
• Focal point in relation to delegate queries regarding administrative issues during mission

Under the supervision of the Country Finance Officer:

• Support the country finance team in undertaking quality control of cash requests, project budget and reports and delegates’ financial reports
• Assist the country finance team with filing and assets management
• Establish appropriate filling/documentation system for all documents under his/her custody both Physically and electronically
• Settle DRC delegate in country expenses and travel claims
• Facilitate purchasing of office supplies purchase (water, toner etc.) as stipulated in the DRC procurement policy
• Follow-up on issues relating to the country office driver, vehicle repair and fuel
• On a daily basis ensure coordination of vehicles and use of driver including that log-documents are properly filled and presented
• Assist DRC staff members in scanning and copying of documents
• Carry out administrative tasks related to filing and assets management
• Facilitate working advances to delegates
• Arrange for payments of expenditures of the country office
• Prepare payment vouchers to be approved by CM and ensure that all supporting documents are attached and recorded in journals.
• Write cheques
• Manage petty cash
• Request bank transfers and Petty cash withdrawal
• Arrange travels and payment of travel advances and follow up on settlement of advances
• Follow up on monthly bank statements
• Monthly bank accounts reconciliation
• Ensure strict adherence to new and existing administrative systems both at HQ and in the Country Office
• Follow up payment dates and invoices for all supplies, including utilities to avoid inconvenience as a result of delay in payment
•  Maintain and update regularly DRC country office asset register as well as safekeeping of office assets

Any other duties as may be assigned by the Country Manager and/or the Country Finance Officer

Communication in relation to the tasks:

• Day-to-day communication with the DRC Country Manager and Country Finance Officer
• Coordination and regular communication with DRC staff in the country office
• Communication with relevant staff of ERCS
• Communication with DRC delegates and visitors to Ethiopia

Reporting to: - DRC, country office

Terms of employment: - Contract for one year

Requirements

• University Degree in Administration or Business Administration – related field
• 2 years of relevant experience
• Experience in an administrative/coordination role.
• Experience with working for NGO

Knowledge and skills

• English Proficiency( Strong communication skills, both written and verbal)
• Excellent computer skills, including knowledge of Microsoft Office applications such as Outlook, Excel and Word
• Structured and good at planning
• Intercultural competencies, open-mindedness and patience

Competencies

• Able to work in a team
• Flexible and adaptable to changing working conditions
• High degree of integrity, proactivity and discretion in personal conduct
• Self-motivated, with good judgement and initiative
• Able to prioritize tasks and meet deadlines
• Communication, coordination, networking and facilitation skills