Administrative Assistant

at Results for Development
Location Addis Ababa, Ethiopia
Date Posted October 27, 2022
Category Administration
Job Type Internship
Currency ETB

Description

Results for Development (R4D) is a leading non-profit global development partner. We collaborate with change agents around the world — government officials, civil society leaders and social innovators — to create strong systems that support healthy, educated people. We help our partners move from knowing their goal to knowing how to reach it. We combine global expertise in health, education and nutrition with analytic rigor, practical support for decision-making and implementation and access to peer problem-solving networks. Together with our partners, we build self-sustaining systems that serve everyone and deliver lasting results. Then we share what we learn so others can achieve results for development, too.We have a unique and vibrant culture at R4D. Diversity, equity and inclusion are at the heart of our work environment and help advance our mission. Diversity—of ideas, identities, perspectives and backgrounds—is vital to who we are and what we do. We seek people who embrace these values and will help reinforce them. Our work culture is collaborative, creative and entrepreneurial. We operate based on trust and respect. Teams across the organization frequently collaborate on programmatic work and support each other in continuously building a better R4D.R4D is seeking a highly motivated and committed Administrative Assistant (AA) to own and perform administrative tasks in the R4D Ethiopia country office. As an AA, you will provide administrative support for the country office team, assist in daily office needs, and perform general administrative tasks. As an integral member of the R4D Ethiopia office, you will work closely with R4D Ethiopia office members to develop systems and execute administrative tasks that ensure the operational excellence of the R4D Ethiopia office. You will utilize skills in organization, logistics, written and verbal communication, basic accounting, and coordination for various tasks including general office management, IT, procurement, local and international travel logistics, making event arrangements, handling different payments, and maintaining appropriate filing systems. You will be instrumental in the smooth operations of the R4D Ethiopia office and projects.A successful AA will be highly motivated, responsible, and organized with great attention to detail; will have strong communication and collaboration skills; will be a creative problem solver and a team player; will take initiative and conduct their abilities with the highest level of integrity.This position is based in Addis Ababa, Ethiopia, and will report to the Administration and Finance Officer (AFO)ResponsibilitiesResponsibilities include, but are not limited to:Overarching

  • Under the supervision of the AFO, handle all ongoing administrative needs across the R4D Ethiopia country office
  • Assist in the recruitment, hiring and onboarding process for new staff members and consultants
  • Provide key support in liaising between R4D Ethiopia as well as R4D finance, human resource and operations teams in Washington, DC

Office management

  • Perform clerical duties including photocopying, scanning, faxing, filing, and mailing
  • Coordinate with landlord for repairs and maintenance around the office
  • Maintain office supplies
  • Supervise office cleaner to ensure office is clean all the time

Arrangement of travel and event logistics

  • Making event arrangements for workshop, training, and meeting, and provide logistical support
  • Assist respective program leads in distributing letters; and seek confirmation of participation for events organized by R4D
  • Make travel arrangements for staff traveling within and outside of Addis Ababa
  • Provide visa support and making arrangement of local travel logistics for in-coming R4D visitors
  • Support processing of work permits for international staff

Finance & Accounting

  • Ensure timely settlement of vendor payments (internet, transport, office rent, utility, and parking.)
  • Ensure timely settlement of all lawful withholding taxes, and employee income tax and pension with the appropriate government entities
  • Handle payments for workshop, training, and meeting event expenses
  • Update and maintain monthly petty cash register
  • Facilitate new staff registration for pension fund
  • Coordinate with payroll managing firm for timely submission of employee income taxes and pension funds to relevant government entities monthly

Procurement

  • Process Request for quotation for goods and services procurement
  • Research new suppliers and service providers and include them in the country office vendors list
  • Collect price quotations and facilitate orders
  • Compile important documentation and initiate the procurement process using R4D software
  • Participates fully as a member of R4D by contributing, assisting, and participating in projects, activities, and initiatives as requested by management

Qualifications

  • BSC in business management or other related degree
  • Minimum 5 years of relevant work experience in office or project administration assistant
  • Proven experience in areas of office administration, petty cash management, and handling vendors
  • Excellent written and verbal communication skills
  • Detail oriented
  • High level of proficiency in Microsoft Office, particularly Excel, PowerPoint, and Word
  • Willingness to travel domestically to support project events outside Addis Ababa
  • Only Ethiopian nationals

Results for Development is an EOE/M/F/Vet/Disabled/Affirmative Action Employer committed to fosteringand nurturing an energetic, collaborative and diverse workforce. R4D provides market-competitive salaries and comprehensive employee benefits.

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