RESPONSIBILITIES

1.    Keep a welcoming environment and organize the base office

·       Manage office space and property and keep the office in the best setting in terms of tidiness

·       Provide a hospitable environment for guests visiting the office

·       Handle incoming and outgoing telephone calls

·       Arrange meetings and take minutes of meeting

2.    Ensure a good information and communication flow

·       Maintain hard and soft copy filing system

·       Make sure letters are numbered centrally; copies are filed on time according to filing procedures of the organization and keep track of documents

·       Remind base staff to take a backup of their computers on a bi-monthly basis

·       Perform general clerical duties to include but not limited to: photocopying, scanning, faxing, mailing, and filing.

·       Compose and type letters upon request and perform word processing tasks

·       Translate letters and brief documents from Amharic to English

·       Communicate any procedural changes or notices or decisions to the staff to ensure compliance and consistency

·       Post items, update the notice board and information on the office network server regularly

·       Keep up-to-date contact addresses on database including staff information

3.    Assist administrative management in your area of activity

·       Follow up on court/administrative stakeholders’ relations when necessary

·       Support in service contract archive (service, rental, partnership contracts)

·       Be responsible of store keeping the office stationary and do the inventory at the end of each month

·       Assist the base logistician in making inventory of assets and updating of information on different reporting formats

4.    Be in charge of the base staff payroll and maintain its accuracy

·       Properly calculate staff salary in agreement with their contractual terms using the payroll summary table and maintain its accuracy

·       Accurately calculate the necessary statutory deductions from employee salaries and forward to the Field Finance Officer for payment within the set deadlines.

·       Prepare staff salaries payment letter, tax authorities’ letters after approval of the payroll summary sheet by the Capital and submit to the Field Finance Officer for payment.

5.    Support in the base human resource management

·       Ensure appropriate recruitment process is followed in Gambela base prior, during and after contracting

·       Participate in the recruitment process of all support and project staff in Gambela base and prepare the necessary documentation

·       Manage the induction process of new staff at the base level

·       Follow up insurance of the base staff (employees joining or leaving the organization) and communicate with the capital on a timely basis

·       Confirm that HR files/archives are well managed, ensure required level of confidentiality and updated timely

·       Manage the base staff leaves, attendance, time sheet, salary, etc.

·       Prepare monthly medical and provident fund summary for all base staff

·       Prepare short term agreements (like driver) after instruction from RRC

·       Compile training plan for the base with line managers and submit to the capital

·       Coordinate all administrative issues of the base staff at the base level

·       Support in the safeguarding activities of Gambela base

FEMALES ARE HIGHLY ENCOURAGED TO APPLY

Education:

Essential: Diploma in office management/HR management from a recognized institution

Or

Bachelor in office management/HR management from a recognized institution

Experience:

Minimum of 3 years experience for a diploma or 1 year experience for a Bachelor as an assistant in administrative services in non government organization.

Competencies/Knowledge, Ability and Skill:

·  Good Knowledge of speaking and writing English and Amharic.

·  Proficiency in using MS word, Excel, Access, Publisher, Internet and email, Amharic Software and other relevant software

·  Must be able to work independently, proactive, detail oriented, patient and solution focused

·     Ability to work in remote/adverse and security prone locations

Personal Qualities

.     Give attention to detail

.     Organized and tidy

·     Good interpersonal skills and work in multicultural teams

·     Field work oriented, flexible, diplomatic, obedient, and service oriented