Intern - Office Admin Support

About CST
CST Ethiopia represents the overseas development and humanitarian agencies of the Catholic Church from England and Wales (CAFOD), Scotland (SCIAF), and Ireland (Trócaire) in Ethiopia. The three agencies have over 40 years’ of experience in international development and humanitarian response and are each members of worldwide networks, including Caritas Internationalis. Currently, the three agencies jointly operate a single, integrated country programme in Ethiopia through the legal entity CST Ethiopia.

CST Ethiopia works in partnership with local church and non-church organisations, supporting communities in Addis Ababa, Afar, Amhara, Oromia, SNNPR and Tigray regions. 
The CST Ethiopia country office in Addis take overall responsibility for the implementation of the CST Ethiopia country programme, which currently focuses on humanitarian response, livelihoods and women’s empowerment and gender-based violence.
CST Ethiopia has been supporting partners to implement humanitarian and development programming in a number of regions in Ethiopia.  CST Ethiopia works exclusively in a partnership model, collaborating with local partner organisations.
CST is currently looking for an Ethiopian citizen for the position Intern - Office Admin Support based in Addis Ababa, Ethiopia.

Reporting to the Operation manager, this is a indefinite contract and will also involve travel to the CST Ethiopia field office in Mekelle, Tigray Region and overseas.
Key Responsibilities

General office administration support 

• Support with receiving visitors and calls, handle their inquiries, and direct them to the appropriate persons according to their needs and updated the visitors. list tracker.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals if any.
• Support with maintaining scheduling and event calendars and assist in booking meeting rooms and events.
• Support Admin assistant and operation team on travel booking and payment preparation.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Support with a timely reception and transmission of any project correspondence and circulation and information sharing to staff.
• Support with the incoming and outgoing correspondences of the office, locate/file, and/or replay as required.
• Support operation team on receiving tender documents according to CST standard procedure.
• Assist with soft and hard copy archiving based on CST standard procedure.
• Performs photocopy, scan, and other related activities.
• Perform other tasks assigned by the supervisor.

Operations admin support:

• Support in preparation of purchase requests for office operations support. Ensuring all supporting documents for creating PR are completed 
• Collection of price quotations,  invoices, and cash receipt vouchers from suppliers & vendors and submission to finance for payment processing using standard payment request procedure 
• Collaborate with Government Liaison & Logistics Coordinator and Head of operations to understand procurement needs and specifications.
• Coordinate goods receiving activities to verify the receipt of ordered items.
• Collaborate with relevant departments to confirm the quality and quantity of received goods.
• Communicate with vendors to clarify specifications and resolve any issues.
• Monitor and track the status of open orders with vendors.
• Communicate proactively with vendors to obtain order status updates.
• Address any delays or issues in collaboration with vendors to ensure timely deliveries
• Ensure all procurement activities adhere to relevant regulations, and organizational policies.
• Support on other routine office tasks as assigned by the Head of Operations 

Other

• Closing date: The closing date for applicants is July 5, 2024, by the close of the day. 
• Recruitment and selection procedures reflect our commitment to child protection.

Safeguarding Programme Participants-Children & Adults 
Trócaire is committed to safeguarding people within our programs from exploitation and abuse and has specific policies on this commitment (including a Global Code of Conduct) which outline the expected behavior and the responsibility of all staff, consultants, and other organizational representatives. More information on Trócaire’s safeguarding policies is available here.

Diversity and inclusion
We welcome diverse applicants to join our inclusive workforce.
Trócaire is an equal opportunities employer. We are an organization that embraces diversity and inclusion. We welcome applicants from diverse backgrounds to bring their experiences and perspectives to Trócaire. 
Diversity and Inclusion statement available here.
Travel Overseas:    Not required
Contract Duration:    6 months 

Qualifications

• A recent graduate from an accredited university in Business Administration, Secretarial science, or Office Management or Marketing

How To Apply

Interested and Qualified applicants should apply through this link Intern - Office Admin Support