Programs Admin Assistant

I JOB SUMMARY

The purpose of the Program and Administrative Assistant position is to provide key support in structuring and managing complex relationships between diverse groups of constituents in coordinating program and administrative details. Under the overall guidance of the Head of WEJ and She Thrives Project Director, the Program and Administrative Assistant ensures effective and efficient functioning of the projects, full confidentiality in all aspects of the assignment, maintenance of protocol procedures, management of information flow, and follow-up on deadlines and commitments made.

The incumbent provides support to the overall financial management of the project. S/he also plays the role of a liaison person with the unit covering all programmatic issues and ensuring the smooth running of the projects.

II RESPONSIBILITIES AND TASKS

Job Responsibility #1. Administrative Support

• Provides administrative backstopping to the project staff including, but not limited to: first point of contact with external parties, confirming appointments, taking minutes, drafting letters, etc.

• Prepares high-quality briefing materials for the supervisor for appointments, meetings, missions, and maintenance of protocol procedures.

• Prepares briefing material for new staff members.

• Supports project staff as needed on HR requirements such as PAR submission, leave requests, and other HR-related activities. Guide field staff on PARs and other

• HR-related policy adherence.

• Supports staff in logistics management.

• Prepares minutes of regular project management team meetings, and ensures regular follow-up on recommendations with project and other relevant staff.

• Solicits and consolidates agenda items and makes all the necessary arrangements for workshops, conferences, staff meetings, and other internal and external meetings. Takes meeting minutes

• Tracks and monitors external visitors’ logistics, ensuring coordination with the Country Office’s Business Services Unit

• Manages printing and other administrative tasks for the team

% of time: 25%

Job Responsibility #2: Procurement and payment request initiation

• Verify that proper documents are attached with payment requests and that the right request formats are used, charging codes are correct, and arithmetic accuracies are maintained before submission of requests

• Once requests and purchase orders are submitted to responsible units, follow up on the progress and update the information to the requestor

• Properly document and file all relevant documents and copies of requests to be used for follow-up and progress reporting

• Report to and work with the project officer and project coordinators to manage any challenges encountered in processing the support for project staff in areas of financial requests and settlements

• Communicate and work with relevant units to check and review the status of requests, troubleshoot any challenges in the process, and ensure delivery of requests in a timely manner

• Receive goods/service receiving notes from storekeeper/service receiver. Support the dispatch of goods and services to project sites

• Prepare payment requests for non-purchase order payments

• Liaise with project staff and with finance and admin units for any financial and administrative issues.

• Support staff in preparation of advance requests and work with the finance unit for follow-up and payment

% of time: 25%

Job Responsibility #3:  Records management

• Ensures all project documents are filed in a systematic and orderly way, both in hard copy and electronically

• Checks information for accuracy, and ensures that it is up-to-date and relevant

• Prepares and periodically updates the profiles of all projects and maintains hard and soft copies of pertinent documents-including backup system in place; provides monthly and quarterly project summary information to the project management team

• Maintains filing system ensuring the safekeeping of confidential materials

• Coordinates information flow in the projects and with other units in the office, follows up on circulation files as appropriate

• Retains up-to-date information and profile of all projects and ensures that all project reporting is communicated to counterparts such as donors and relevant partners

• Handles queries and requests for information by partners and project staff

• Maintains updated project reporting schedule for development projects and liaises with other related project reporting schedules.

% of time: 20%

Job Responsibility #4: Coordination:

• Supports the project teams in coordinating/organizing meetings/workshops\ Coordinates travel requests

• Books travel for the team (flights, hotels, etc. as needed and as justified by the travel authorization request)

• Monitors and follows up on transport requests and vehicle rental processes. Compiles regular travel plans and communicates with the transport section

• Reconciles flight ticket costs

• Review travel expense reports for compliance with CARE’s travel policy

• Maintains positive cross-department/unit relationships.

• Facilitates information sharing within project and with other projects/units in the office

• Ensures positive working relationship with counterparts within CARE and externally

• % of time: 15%

• Job Responsibility #5: Ensure upholding of gender policies and perform other duties as assigned

• Be observant of any misbehavior regarding gender and report it to the responsible person.

• Uphold gender and diversity values of CARE whenever dealing with staff, communities and partners.

• Perform other duties as assigned

% of time: 15%

III PROBLEM SOLVING (Thinking Environment)

• The level of problem solving this position will face is level one. What has to be done and how to do it are clearly defined.

IV GENDER EQUALITY 

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.

• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

Salary - 436USD

IIV QUALIFICATIONS (KNOW HOW)

A EDUCATION/TRAINING

Required:

• College/university degree in Accounting, Management, or related fields.

B EXPERIENCE:

Required: 

• 2 years of relevant work experience for diploma holders or 1-year relevant work experience for first degree experience as program admin assistant, procurement, financial management or related work.

C.TECHNICAL SKILLS:

• Computer skills (MS Office, including Word, Excel, and PowerPoint)

• Coordination skills

• Excellent communication skills in written and spoken English

• Strong organizational skills and ability to act in a professional and ethical manner.

• Firm belief in gender equality, sensitivity to HIV/AIDS, participatory approach, and sustainable development.

D COMPETENCIES

• Respect, accountability, courage, excellence, integrity, adaptability, communicating with impart, contributing to team success, planning and organizing, proactive problem solving, technical and professional knowledge, and firm belief in gender equality.

V. CONTACTS/KEY RELATIONSHIPS

• The program and administrative assistant will have working relationships with a wide variety of team members within CARE, including the Livelihoods for Resilience Country Office staff, field office staff, and partner, as well as finance, business services, procurement, transport, and other units within CARE.

VI. WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED. 

• The incumbent is based in Addis Ababa but may be required to travel occasionally to the field as needed (about 15%). 

How To Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through https://phg.tbe.taleo.net/phg02/ats/careers/v2/viewRequisition?org=CAREUSA&cws=52&rid=7379

Only short-listed candidates will be contacted.

Make sure you indicate the position title and location on your application letter.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks