Administrative Assistant - Part Time

Job Description

Headlight Organization Overview

Founded in 2018, Headlight Consulting Services, LLC delivers data-driven decision-making to its partners through robust strategy design support, in-depth monitoring, evaluation, and learning technical services, and facilitated organizational change processes. Headlight brings expertise in qualitative methods, systems-thinking, utilization-focused MEL, emergent methods such as developmental evaluation, evaluation policy design, organizational development, and much more. Headlight offers fit-for-purpose, agile solutions to improve the efficiency and efficacy of development programs around the globe, focusing on the structures and systems that enable sustainable solutions.

Summary of Position

Under the USAID Learning Project Activity, Headlight Consulting Services is seeking a part-time Administrative Assistant to support admin needs of our Field Office, located near Meskel Square, Addis Ababa.  The Administrative assistant is expected to be a highly organized individual with excellent time management skills, previous experience as an Administrative Assistant, and fluency in written and spoken English. 

The Administrative Assistant is expected to be able to work up to 10 hours per month. Tasks include professional communications with Headlight’s staff, vendors, and business partners, uploading documents to our server, collection of vendor information to support operational activities, and other administrative duties as requested. The Administrative Assistant is expected to work on their own laptop and have regular access to an internet connection that allows upload and download of large files.  Work is expected to be done from home, however the Administrative Assistant may be invited to visit our office at mutually agreed upon pre-scheduled times. 

Assigned tasks can be completed during or outside of regular business hours, however the Administrative Assistant will be expected to virtually attend pre-scheduled check-in meetings.

Work will be conducted with confidential and sensitive data. The Administrative Assistant will be required to sign a Non-Disclosure agreement.  Headlight reserves the right to conduct a background check on qualified candidates. 

Candidates with experience at International Organizations, NGOs, or USAID, are encouraged to apply.

Career Level: Mid Level (2-5 years)

Employment Type: Temporary Contract

Number of Positions Available: One (1)

Place of Work: From home

Duration: 3 months with option to renew

Responsibilities

The overall task of this position is to support administrative and operational tasks for the Headlight Field Office. The Administrative Assistant will receive time sensitive tasks from field office leadership and home office leadership. More specifically the Administrative Assistant will: 

• Upload data files received from field staff to Headlight’s server
• Professionally communicate with Headlight’s vendors and business partners as needed, using professionalism to build strong relationships
• Tasks in support of admin and vendor payment tasks
• Collect logistical information from venues and vendors that Headlight wishes to do business with
• Attend pre-scheduled check-in meetings, along with as-needed communications with assigned Supervisor. Communications may be over Google Meet, email, phone, or whatsapp.
• Keep the confidentiality of the data  and comply with the ethical requirements of Headlight Consulting Services 
• Coordinate travel logistics
• Other administrative support duties as assigned

Qualified Female applicants are encouraged to apply

Please note that this vacancy is only for Nationals of Ethiopia.

Headlight Consulting Services, LLC complies with all policies, laws, and regulations in Ethiopia’s Labour Proclamation. Headlight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, sexual orientation, gender identity or expression, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Required Qualifications

• Fluency in spoken and written English and Amharic, excellent oral/written communication skills in English
• Minimum two years previous experience as an Administrative Assistant or similar position
• Possession of a laptop and regular access to a high-speed internet connection
• Familiarity with Google Drive and Gmail
• Familiarity with businesses such as restaurants, stationary shops, and international hotels near Meskel Square, Addis Ababa
• Proven ability to work with minimal supervision
• Excellent time management skills, ability to organize and prioritize tasks
• Comfort with change and ability to adapt
• Ethiopian Business License is preferred but not required

How To Apply

Interested persons should send a CV and Cover Letter that highlights experience aligned with the requirements above to info@headlightconsultingservices.com. Please include in the subject line 

of 

your email “Admin Asst.” Applications will be reviewed on a rolling basis so apply as soon as possible! Only shortlisted candidates will be contacted. Qualified Female applicants are encouraged to 

apply.