Administrative Assistant

Background:

AIDS Healthcare Foundation is a global not-for-profit organization that provides cutting-edge medicine and advocacy to more than 1.9 million patients in 45 countries and is headquartered in Los Angeles, California, USA.

Since 1987, AHF has cared for thousands of people living with HIV and AIDS worldwide. As we create and implement unparalleled programs in new communities globally, we expand the delivery of healthcare and influence over strategies with the sole aim of saving more lives.

The organization is looking for an experienced candidate for its Country Office, where it is providing programmatic leadership and support on HIV/AIDS prevention, treatment, and care, for the following position.

Position Summary:

The Administrative Assistant is responsible for overseeing all office administration activities of the Country Program in facilitating efficient program implementation. The scope of responsibility includes general office administration, fleet management, logistics support, property management, organizational security, assisting in personnel management, and ensuring compliance with AHF policies and procedures. The employee is expected to closely work with Finance & Administration Manager and with other Country Management members, as required, in support of the overall program growth of AHF-Ethiopia.

Essential Duties and Responsibilities:

• Responsible to assist in the optimal functioning of administrative and logistics management activities, as defined in AHF policies and guidelines, for all operational activities of AHF-Ethiopia
• Responsible for carrying out AHF-Ethiopia day-to-day administrative and office-based activities in a manner that supports the efficient implementation of the Country Program
• Regularly assess office administration needs to identify gaps in effectively implementing AHF activities in the Country Office, AHF Clinics, AHF-supported sites, etc. Prepare regular follow up activities and report of remedies applied to Finance & Administration Manager
• Ensure continuous availability of office supplies, materials, and utilities; and ensure proper utilization
• Coordinate transport needs, vehicle schedules, and dispatch drivers and ensure efficient coordination of staff travels both upcountry and town errands in collaboration with the Logistics Assistant
• Manage vehicle movement tracking and proper utilization, in collaboration with the Logistics Assistant, and verify vehicle log sheets at the end of the month for approval, and payment as necessary
• Withdrawal of cash advances for organizational activities including meetings, and trainings; booking venue and accommodation for AHF-ET visitors and partners
• Work with the store person and liaise with drivers, sites, team leaders, etc. to coordinate requisition and delivery to ensure items are delivered in the right quantities, qualities and time
• Assist in regularly updating of fixed asset register, engrave assets, identify/notify management assets due for disposal, midyear/annual inventory and asset verification
• Prepare and regularly update the list of assets due for insurance and make sure that all vehicles are insured
• Coordinate and ensure timely renovations, repairs, and maintenances and follow up of such activities in AHF Offices and different sites where AHF is supporting
• Compile monthly staff timesheets, daily staff attendance sheets and part-time duty roasters for staff/non-staff to support the payroll processing and submit weekly summary report
• Compile employee annual leave request and keep record of monthly updates on the annual leave balance
• In collaboration with the Operations Officer, work with the contracted security agency for coordination and management of security to ensure safety of AHF property and personnel
• Work with the contracted cleaning agency, in collaboration with Infection Prevention Focal Person, to ensure proper hygiene and sanitation of the office, clinic, and outside environment; coordinate fumigation of sites as required
• Compile data, perform data entry and data verification in relation to general administration processes (e.g. various contact lists, employee leave balances, staff attendance reports, vehicle log sheets review, visitors welcome packages, etc.)
• Facilitate clearance of imported goods from customs or other relevant agencies in collaboration with Logistics Assistant and other employees (including Pharmacy Coordinator, Laboratory Coordinator, Operations Officer, etc.)
• Support implementation of property management processes, such as property receipt and distribution, property labeling, physical counts, etc.
• Closely work with Finance & Admin Manager to ensure that all employees information, including existing and newly incoming employee, is filled in proper formats and reported to Private Organizations Employees Social Security Agency(POESSA) on timely basis
• Regularly ensure the timely settlement of all utility bills including water, electricity, internet and telephone bills with concerned authorities
• Follow up and collect employee medical reimbursement from designated insurance company and disburse the refunded amount to appropriate staff
• Execute additional finance related responsibilities, whenever need arises, as assigned by the Finance and Administration Manager or Country Program Director

Education, Qualification, and Experience:

• Minimum of Bachelors Degree in Business Administration, Administrative Service Management,Business Management,or Supply Chain & Logistics Management or any other relevant discipline from a recognized College or University
• Additional finance or accounting educational background and experience is required
• Minimum of three years experience in a field related to administration and finance
• Experience working in an international NGO preferably operating in HIV/AIDS, healthcare delivery systems, or related fields
• Should have adequate knowledge in use of computer applications especially MS Excel & MS Word, and Internet Explorer skills, plus knowledge in usage of Accounting Software
• Communicate efficiently and effectively both verbally and writing with good command of English and Amharic languages
• Follow instructions given in both verbal and written format
• Effective time management and meeting deadlines maintaining quality
• Flexible, proactive and able to organize work independently with minimum supervision
• Good interpersonal interaction skills and keen to work with good team spirit