Work Location : Ethiopia - Addis Ababa Type of Post : Other Possible Location : Funding : Expected Travel : Type of Contract : Language Requirement : Application Deadline : 7/16/23 Employee Duration : Full-Time
I Job Summary
The purpose of this position is to oversee the day-to-day coordination and provision of administrative services to the head office, the field offices, and external guests. The post holder is required to ensure that administrative services for local and international air travels are effectively provided and related invoices from travel agents are timely followed up, reconciled and paid. She/he is also responsible to coordinate with Program Admin Assistants for the timely provision of hotel booking services and events management.
S/he is also required to maintain records of property of CARE Ethiopia (including field offices) and complete on the periodic reconciliation and reporting of all property matters. The post holder is also responsible for global and local insurance of all CARE Ethiopia properties.
II. Responsibilities
Job Responsibility #1: Travel and events management (40%)
Assist the Office Administration in the facilitation of all internal and external bookings for meetings or accommodation. Support the coordination of all travel-related requests (e.g., flight bookings, initial online visa support, accommodation and airport pick up and drop off). Coordinate with the various program admin assistants to ensure requests are fulfilled in a timely manner. Support linkages with the safety and security manager for initial security briefing of all guests. Maintain tracking system for travel and hotel service orders; ensure that such purchase orders are timely tracked, invoiced, and paidJob Responsibility #2: Office management (20%)
Assist the Office Administration in the management of office space to create a productive, healthy working environment in accordance with work safety guidelines. Ensure the timely payment of all office-related running costs such as utilities, water, internet, phone connectivity, etc. Ensure regular office maintenance/repair in a timely and quality manner, Follow up the development, renewal or cancellation of agreements in line with CARE Ethiopiaโs policies and procedures and in accordance with sound administrative standards and practices. Facilitate safety and health related actions to improve working environment (eg; pest control, eco- friendly water provision, etc.)Job Responsibility #3: Property Management (20%)
Job Responsibility #4: Property Insurance (10%)
Facilitate that all properties of CARE are locally and/or globally insured. Monitor the renewal of insurance agreements in a timely manner. Update list of properties semi-annually and annually and communicates with global and/or local insurance companies. Follow-up accidents and/or incidents that involve insurance and send updates to concerned staff regularly. Maintain up-to-date insurance status records of properties.Job Responsibility 5: Other (10%)
Provide required reports and records for audit inquiries. Perform other duties as assigned.III 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 / programmingIV Qualifications
Required:
Degree in Business Administration or equivalent combination of education and work experience 3-5 years of previous experience in a similar field.Desired:
NGO experience Good communication and presentation skills Well organized and ability to act in a professional and ethical manner Good skills in computer applications Knowledge of PEOPLESOFT or similar software.
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