Administration Assistance

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Category:
Accounting and Finance, Management
Location:
Addis Ababa 
Career Level:
Junior Level (1+ - 2 years experience)
Salary:
As per organizational scale

Job Description

Background

Positive action for Development (PAD) is an Ethiopian resident’s charity organization. The organization was legally registered at Federal level by Federal Democratic Republic of Ethiopia Charities and Societies agency on June 6/2011 with a registration number 2330. The organization has also been re-registered and accorded legal personality with registry number 2330 on May 22, 2019 as Local Organization in accordance with the civil society Organization proclamation No. 1113/2019. PAD would like to hire qualified professional for the following position.

Duties and responsibilities

Overall Responsibilities:

Working with and reporting to the Finance and Administration Manager, Administrative Assistant will be responsible to assist with the day-to-day operations of an office by doing tasks such as filing paperwork,  providing support to finance & admin staffs, arranging meeting, preparing reports and maintaining appropriate filing systems.

Specific responsibilities include the following:

  • Assist in the coordination of administrative functions, including budget, personnel, meetings, and clerical duties
  • Research and collect information
  • Assist with all budget activities, including accounting
  • Help implement new programs, procedures, methods, and systems
  • Conduct fiscal reviews, surveys, and collect information on administrative matters
  • Responsible for preparation of confidential documents and reports
  • Maintain meeting minutes
  • Coordinate and schedule meetings and conferences
  • Coordinate operations, including purchasing, equipment, property inventory, building, equipment, and disposal
  • Maintain complete stock of all office supplies and accuracy of inventory
  • Connect with building vendors to carry out fixes and improvements
  • Maintain office policies and procedures
  • Maintain contact lists
  • Book travel arrangements
  • assist procurement activities
  • Assist proper safety and security mechanisms are in place
  • Makes sure that compounds are always clean and equipment and other property is well arranged to avoid any risks of injury and damages
  • Check the timely fuelling, maintenance and servicing of vehicles.
  • Develop and implement efficient vehicle booking and planning systems in consultation with the Finance and Administration Manager, assigns vehicles and ensures that PAD’s vehicle management and driving policies are adhered to
  • Handles offices lease agreements and ensures their timely renewal.
  • Perform other related duties as requested by his/her immediate supervisor

No required: one

Having Driving License is advantageous

 

Job Requirements

Qualification:

  • BA Degree and above in Management, Office Management, Accounting and other related field of study

Experience:

  • At least 1 years relevant experience

Skills Required, Attitudes and Attributes:

  • Proven experience as an Administrative Assistant, or Office Admin Assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • Fluency in written and spoken English           

How to Apply

Interested and qualified applicants should submit their application letter and required documents within seven consecutive days from the date of this announcement to the following address (in person or through organizational email). 

Positive Action for Development (PAD)

Addis Ababa, Bole Sub-city Woreda 04, House No 774 around Dr. Haddis Alemayehu School

Telephone 0116166261

E-mail: [email protected]

Website: www.padethiopia.org

 

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