EH Program Assistant

BACKGROUND:

The International Rescue Committee, one of the worlds largest humanitarian international NGOs, provides relief, rehabilitation, and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopias Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), womens protection and empowerment, education, child protection, and multi-sectoral emergency response.

Job Overview:

Under the supervision of the EH senior managers (Senior HP Manager and Senior EH Manager), the temporary assistant will effectively carry out project related administrative tasks of charity water project related to filling of government and donor reports, Aleta and Hawassa FO project PRs, offline PR tracking and other administrative tasks as requested by EH department in an efficient and professional manner

Major Responsibilities:

• Produce detail implementation plan for the EH program in SNNPR and Sidama region. Periodically, handling incoming calls and other communications and communicate with relevant team/staff.
• Collect and deliver letter, MoUs to and from signatories and partners
• Managing project hard copy filing system Collect purchase request (PR) or payment facilitation requests from Hawassa FO and Aleta SO, manage review and approval process
• Handover approved PRs to relevant staff/department and notify the progress to the initiator
• Offline track, communicate and follow the status of supply chain and program PRs,
• Follow the status of procurements in collaboration with supply chain and update EH managers and EH staffs under c: w project,
• Support on BVA cleaning and remaining the PR initiator to act on it,
• Greeting clients and visitors and link with relevant staff as needed,
• Prepare attendance sheet and accompany Finance team for Hawassa level partner per diem payments
• Updating paperwork, maintaining documents, and drafting letters, as necessary.
• Proper filling of contract documents, POs and other SC documents related to c: w project
• Organizing travel by booking accommodation and reservation for needs as required by EH.
• Coordinating events as necessary.
• Release required items from warehouse as needed and follow the proper delivery of items to the destination and file accordingly.
• Creating, maintaining, and entering information into databases.
• Work on proper collection and filling of project documents in collaboration with Aleta Wondo Satellite Office EH staffs.
• Travel to Aleta Wondo Satellite office if any support required.
• Support on filling data on arithmetic check for bidding process

• Degree/Diploma in water supply, construction, water engineering or related field from universities
• Minimum of six-month IRC internship Service is plus.
• Zero years of experience for diploma holders/one year and above for Degree Holder.

Preferred experience & skills:

• Competent in Windows, MS office programs, email and database experience.
• Excellent verbal and written communication skills as well as, an overall ability to be clear and concise in all communications.

• Ability to work well under limited supervision.
• NGO experience or any related experience is a plus.

Language Skills:

Fluency in English (spoken and written)