Administrative Assistant

Organizational Overview

Driven by the vision that everyone needs a decent place to live, Habitat for Humanity began in 1976 as a grassroots effort on a community farm in southern Georgia. The organization has since grown to become a leading global nonprofit working in nearly 1,400 communities throughout the U.S. and in nearly 70 countries. Families and individuals in need of a hand up partner with Habitat for Humanity to build or improve a place they can call home. Through financial support, volunteering or adding a voice to support affordable housing, everyone can help families achieve the strength, stability and self-reliance they need to build better lives for themselves.

Habitat for Humanity Ethiopia (HFHE) started operations in 1993 as a branch of Habitat for Humanity International (HFHI). HFHE has provided simple, affordable shelter for families in Ethiopia while also working to improve Water, Sanitation, and Hygiene and empower Vulnerable Groups in the country.

JOB SUMMARY 

•    Admin Assistant will be responsible for supporting the operational manager of Habitat for Humanity Ethiopia and reporting to the HR and LOD manager. We are looking for a reliable, highly organized, and proactive assistant that can multitask in a fast-paced environment. Responsibilities will include handling correspondence, managing calendars and appointments, arranging conferences and conference calls, making travel arrangements, and providing other administrative tasks.

Essential Duties and Responsibilities: 

• Answer, screen and transfer inbound phone calls.

• Prepare written responses to routine inquiries and Open, sort and distribute incoming correspondence.
• Receive and direct visitors and clients.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.
• Record, compile, transcribe and distribute minutes of meetings.
• Create and manage calendars for managers.
• Organize and schedule appointments and meetings.
• Draft and distribute official letters, memos, faxes, and forms.
• Request and assist travel arrangements for managers.
• Meet, greet, and provide support to visitors.
• Ensure confidential documents place in secured. Set up
• Inspect and ensure smooth functioning of office equipment
• Coordinate with plumbers, electricians, carpenters, and other technicians for repairs and maintenance.
• Handle typing, photocopying, binding, scanning, faxing, etc.
• Attend and take minutes of meetings.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
• Received, sort, and distribut organization mails.
• Carry out general clerical duties including photocopying, fax and mail. 
• Maintain and copy hard copy files.
• Handle requests and data
• Respond to administrative issues and inquiries.
• Coordinate and maintain records for staff, telephones, parking, and petty cash.

Duration of the contract:  2 years with the possibility of an extension.

Duty Station:       Addis Ababa                 

Required number: - 1         

Vacancy Closing date: - July 25, 2024 

The ideal candidates are expected to be active supporters of HFHI’s Core Values:

•  Humility – We are part of something bigger than ourselves.

  • Courage – We do what’s right, even when it is difficult or unpopular. 

  • Accountability – We take personal responsibility for Habitat’s mission.

Safeguarding: HFHE requires that all employees take seriously their ethical responsibilities to safeguard our intended beneficiaries, their communities, and all those with whom we work.  Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation, and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.

Minimum Required:

• Education: BA in Management, Business Management. or secretarial and Office Management
• Years of Related Experience: two years of relevant experience in a humanitarian environment.

How To Apply

Interested applicants are invited to submit their non–non-returnable application letter, 

and CV by quoting the position ” Administrative Assistant  “ in the subject line with contact details

 of three work-related referees, (including HR and immediate supervisor)

 through hfheapplication@habitatethiopia.org.  Only short-listed candidates will be contacted.

 The closing date for submitting applications is within 10 working days of this announcement.

 Only short-listed candidates will be contacted for further screening.