Administrative & Logistics Assistant

About Our Company:

Established in 2005, Whiz Kids Workshop is an Ethiopian-led social enterprise dedicated to fostering a love for learning. Through innovative media and technology, we create engaging educational content covering literacy, health, character development, and more.

Our goal is to prepare children, youth, and families for success in life.

Our Social and Behavioral Change Communication (SBCC) initiatives target individuals and families across all stages of life, supported by our four Innovation Platforms: : Tsehai for Families (pregnancy to age 7), Tsehai Loves Learning (for children aged 3-10), Tibeb Girls (for adolescents aged 11-18), Youth Investigators (for youth above age 18), and Better Wellbeing Advocacy that advocates developmental needs of each life cycle to policy makers and existing governmental structures.

We produce culturally relevant content across various media formats and implement projects in diverse community settings.

Recognized internationally for our impact and innovation, we collaborate with public, private, NGOs, INGOs, Donors, Foundations and government agencies to drive positive change in education and beyond.

Visit whizkidsworkshop.com to learn how we're empowering the next generation.

Job Summary:

We are seeking a motivated and organized individual to join our team as an Administrative and Logistics Assistant. This position plays a vital role in ensuring smooth administrative operations and efficient logistics coordination for our projects. This position offers an exciting opportunity to contribute to impactful initiatives aimed at empowering communities and promoting education using our technology, media and community intervention works.

Key Responsibilities:

The administrative and logistics assistant will be responsible for various tasks:

Maintain a Smoothly Operating Office Environment:

• Ensure guest and visitor's office experience to be pleasant and happy by ensuring all office operation are functioning aiming to achieve 95% & above satisfaction rate

• Proper utilization of administrative related systems and generate admin reports weekly & monthly.

• Prepare company wide events and programs designed to be the platform of reviewing, celebrating and suggesting recommendations in people, process, product & partnership perspective.

• Manage office operations on events, meetings, recording sessions and other related activities by smoothening the office operations.

• Contribute to general office maintenance and ensure a clean and conducive working environment.

• Support HR-related tasks, such as maintaining employee records, and assisting with onboarding processes.

• Provide assistance to other team members and departments as required to ensure smooth project execution.

Maintain Proper File Documentation and proper inventory:

• Organize and maintain physical and digital documents, ensuring proper documentation and easy retrieval of information.

• Develop and implement administrative file management systems to improve efficiency in close collaboration with the IT & Data Management team.

• Provide administrative support to the office, including managing correspondence, scheduling meetings, facilitating partnership visits and workshops.

• Maintain inventory records for office supplies and equipment, and oversee stock replenishment as needed in close collaboration with the Store Head.

Proper planning & execution of standard procurement system:

• Assist in developing and maintaining a standardized procurement process with the nominated procurement team, including obtaining price quotes, preparing purchase orders summary and developing quarterly reports etc.

• Coordinate with vendors and suppliers, ensuring timely and accurate procurement and/or purchase of goods and services.

• Ensure all proper receipts, vendor/supplier agreement documents, legal license registration & TIN identification documents alongside internal store documentation are issued for full documentation.

• Ensure adherence to the principles of procurement which includes value for money, fairness, competition, & integrity.

• Maintain the standard procurement practice & standard by ensuring all are conducted as per the stated internal & partners and government procurement policy.

• Ensure all the components of the procurement process are up to the minimum standards and improve the procurement process to be at its maximum efficiency.

Maintain proper office support for project executions

• Ensure the program department receives proper support on operational duties including facilitation of logistics, payment facilitation in collaboration with the finance team, development of team movement plans (both at the Head office & the regional office)

• Ensure timely and well documented submission of produced materials to donor and proper documentation of attachments to the handover according to the submission status of the materials

• Maintain internal & external staff and stakeholders for smooth & efficient coordination & communication.

Implement a Fleet Management System:

• Manage the company's fleet, including scheduling maintenance and repairs, tracking fuel consumption, and ensuring compliance with regulations.

• Develop and implement policies and procedures related to fleet management.

• Ensure periodical review meetings with the driver to present reports, give feedback and lay out an action plan for improvement.

Standardize Reporting Mechanism:

• Develop and implement a standardized reporting mechanism across the administrative and logistics areas including the monthly admin, procurement and fleet management report.

• Collect all department reports from the department/unit directors/leads and properly organize into an accessible documentation tracking system.

• Quality control the quarterly project reports as per the organization operational & administrative standard and follow up on full documentation before the submission of the report for approval.

Organize Periodical Team Building Activities and Events:

• Plan and coordinate team-building activities and events to promote teamwork and collaboration.

• Develop annual/quarterly/monthly team building activities, learning & reflection sessions that foster learning and collaboration among the teams.

• Foster a positive company culture through engaging and inclusive activities.

• Coordinate logistics for events, workshops, and project activities, including venue booking, transportation arrangements, and catering

Additional roles

• Manage partnership engagement with local broadcasters, minister offices, private and public bureaus to ensure efficient partnership building and maintenance.

• Facilitate onboarding training, welcoming sessions for new employees, organizing farewells, annual retreat and partner/donor visit to office.

• Facilitate in-house & outdoor filming production including proper administrative support planning, logistical activity planning & execution and proper reporting to the production director using a standard reporting format.

• Facilitate and run organizational and innovation specific user testing activities for proper product development and document/capture key learnings and support with proper reporting.

Qualifications:

• Bachelor's degree in Management, Business Administration, Logistics, or a related field.

• Two to three years of related experience in administrative and logistical related responsibilities.

• Strong organizational and time management skills, with the ability to prioritize tasks effectively.

• Excellent communication and interpersonal skills, with the ability to work collaboratively in a team environment.

• Attention to detail and accuracy in completing tasks to meet/exceed execution details.

• Ability to work independently with minimal supervision and adapt to changing priorities.

• Strong analytical and problem-solving skills.

• Proficiency in MS Office suite (Word, Excel, Outlook) and familiarity with office equipment.

• Fluency in written and spoken English and Amharic; [Oromiffa language is a great plus]

The Ideal Candidate:

• Has strong values and can demonstrate alignment with our core values, including integrity, excellence, innovation, leadership, joyfulness, and social impact.

• Embraces and embodies our culture of sustainability, social impact, creativity, collaboration, and empathy.

• Tech-savvy and able to properly utilize Google Workspace [AI skills are greatly preferable].

• Demonstrates strategic and analytical thinking with a focus on innovation and continuous improvement.

• Thrives in a dynamic, fast-paced environment, displaying adaptability to change and uncertainty.

• Brings positive energy, creativity, and a willingness to take risks and experiment.

• Is highly organized, detail-oriented, and able to manage multiple priorities effectively.

• Uses data to inform decisions and measure impact.

Travel requirement: Yes