Administrative Assistant – Operations

Location Addis Ababa, Ethiopia
Date Posted December 20, 2019
Category Business Administration
Job Type Full-time
Currency ETB



IPSS is a premier institute for peace and security studies in Africa. Its mission is to promote peace and security in Ethiopia and Africa at large through education, research and professional development. The Institute produces skilled professionals in conflict prevention, management and resolution as well as in peace building, and promotes the values of a democratic and peaceful society.

Overall objective of the position:

Under the supervision of the IPSS Administrative Manager, the Administrative Assistant will mainly assist with activities related to the IPSS Operations department’s day to day functions.

Tasks and deliverables:

Perform duties of varied and complex nature in the preparation of guarantee letters for different services, etc...

  • Arrange transport services for as per the transport requests.
  • Ensure smooth management of catering requirements, incoming guest hotel contracts and bookings and handling of air travel bookings.
  • Make hotel bookings for course participants, resource persons, consultants etc.
  • Handle all catering, workshop, meeting and event organizing.
  • Ensure caterers provide service in a timely manner.
  • Ensure a modern office standard to help units/departments meet their objectives.
  • Handle all Visa request from consultants etc.
  • Issue Visa assistance letter.
  • Collect flight details & inform respective hotels to ensure airport pickup and drop off.
  • Handle requisitions and replenishment of office supplies and other consumable items and ensure that they are stored properly.
  • Handle Ticket purchases as per the regulations.
  • Make sure guarantee letters for services are made on time.
  • Handle meeting room bookings and ensure equipment for workshops, events are arranged and are in working condition.
  • Collect invoices from caterers at the end of the service and forward for payment after checking correctness.
  • Ensure that all postpaid mobile bills and internet service fees are paid on time.
  • Ensure that in house and visiting staff & resource persons are furnished with office space.
  • Welcome guests and guide them to the respective person.
  • Obtain purchase requisition from requesting department which is approved by a designated official.
  • Establish preliminary contacts and collects, collates and review pertinent information on suppliers, their nature of business, quotations and conditions of supply and report to supervisor.
  • Process public bids when bulk purchase of relatively high price is required.
  • Participate in quotations/bid evaluations.
  •  Perform other duties as may be assigned

Job Requirements

  • BA degree in Management, Business Administration or in related field.
  • At least Two years of relevant professional experience.
  • Knowledge  of  computer  and  software  applications  is  a  must (word,  excel, PowerPoint  and internet).
  • Fluency in Amharic and English. French is an added advantage.

Other Skills/Abilities:

  • Significant experience in working in a multicultural environment.
  • Willingness to work on a wide range of issues.
  • Willingness to work unsocial hours as required.

Applying Instructions

Interested candidates shall send a covering letter and CV not more than 3 pages to IPSS through e-mail  by the 23rd of December 2019.

Only shortlisted candidates will be contacted.

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