Overview of position

CTG delivers humanitarian & development projects in high risk areas through the provision of recruitment, human resources & project management services. CTG enables public & private sectors to focus on their core business & mitigate risks.

Role objectives

The role of the Administrator is to organize and coordinate administration duties and office procedures.

• Create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.
• The Administrators responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to consultants and the Account Manager.
• Maintain office efficiency, support the management team and equipment procurement.
• Support the implementation of office policies by establishing standards and procedures, measuring results against standards; making necessary adjustments, taking a proactive role in all challenges that arise. Flexibility to travel throughout Ethiopia may be required.

Other duties include:

• Maintenance.
• Mailing.
• Supplies.
• Equipment.
• General Errands.
• Schedule meetings and appointments.
• Organize the office layout and order stationery and equipment.
• Maintain the office condition and arrange necessary repairs.
• Partner with HR to update and maintain office policies as necessary.
• Organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Ensure that all items are invoiced and paid on time.
• Provide general support to visitors/consultants.
• Assist in the on boarding process for new hires and collecting relevant documentation prior to contract issuance.
• Address consultants’ queries regarding office management issues (e.g. stationery, Hardware and travel arrangements).
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like events, town hall meetings, training's, celebrations and conferences.
• Collection of time sheet data from the Field
• Collect consultant files
• Assist in guest house management

Project reporting

This role reports to the Account Manager.

Key competencies

Key competencies:

• Proven experience as an Administrator or Administrative Assistant.
• Knowledge of Office Administrator responsibilities, systems and procedures.
• Proficiency in MS Office (MS Excel and MS Outlook, in particular).
• Hands on experience with office machines and printers.
• Familiarity with email scheduling tools, like Email Scheduler.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Forward thinking and solution orientated thinking.
• Ready to receive training and development guidance from CTG Management.
• Strong organizational and planning skills in a fast-paced environment.

Team management

Reporting to Account Manager and Country Manager

Further information

Qualified female candidates are strongly encouraged to apply for this role.