Administrative Assistant

Line management: Line managed by HoFA

Key Responsibilities:

Under line management of HoFA, Office Administration Assistant will be responsible

Detailed Job Description:

1. Flight booking and  travel arrangement

1.1. Arrange all travel booking and organize Pick up from and to airport with support from  Logistics

1.2. Receive  DRC visitors to the DRC office  and arrange Guest house or hotel booking

1.3. Ensure  that the staff Movement board and Visitors log  is updated on daily basis

1.4. Filing of travel documents (TRs, Boarding Passes etc) and submit to Finance for payment

2. Office management

2.1. Process monthly  request for office supplies including paper, stationery , toner, refreshments, cleaning materials  etc

2.2. Ensure that  the monthly office  Utility, Telephone, Fax  bill are paid

2.3. Oversee well-functioning and ensure proper maintenance/repair of DRC own Equipment and furniture, in the Office.

2.4. Assign intern –receptionist  to monitor landline calls, receive DRC guests and keep   reception area  tidy and inviting

2.5. Maintain comprehensive labelled files of  all correspondences, Flight booking, travel request and authorization , Visitor slog and other Administration documents under  Admin Assistant supervisor

2.6. Perform clerical/typing assignments;.and collect letters from Post office.

2.7. Edition and producing of business cards for DRC staff as approved

2.8. Ensure well function of office  pool  printers, photocopy machine and  fax machines with support from IT

2.9. Ensure the office  and the compound is  clean and  healthy  is  and Gardening, Compound health and safety, Land lines telephone)

2.10. Keep track record on purchase and usage of office supplies, cleaning materials and refreshments items.

2.11. Ensure the direct line phone is working properly and staff are using the telephone log book

2.12. Keep track record and properly manage all incoming & outgoing DRC letters, receive and send  fax messages, collect and deliver  letters to Post office/DHL

2.13. Manage and supervise  office cleaners,  gardener and intern

Personal Specifications

Essential

• Diploma or B.A Management and in relative fields.


• High integrity, pro-active, stable, robust character and a good team-player


• Excellent communication skills and good sense of humor


• Excellent analytical and negotiation skills


• Minimum 3 year experience for Diploma and 2 year experience for B.A holders


• NGO experience advantageous


• Proven commitment to accountability practices.


• Knowledge of computers: word processing, database management packages.


• Fluent in written and spoken English and Amharic Language.

Closing date: Jan 05, 2016

Interested candidates should send a CV and cover letter in English “Administrative Assistant”.

The applicant’s cover letter should state the reasons for applying for this particular position and not be generic. The cover letter should also include the applicant’s salary requirements. Please do not send additional materials other than a CV and cover letter, they will not be reviewed.

Applications will be reviewed on a rolling basis before the deadline, and interviews will be held as suitable candidates present themselves. Deadline for applications is 5 January 2015. 

We encourage all qualified candidates to apply. DRC considers all applicants based on merit. It is DRC policy to recruit, hire, train and promote individuals, as well as administer any and all personnel actions, without regard to gender, race, national, clan or tribal origin, religion, age, sex, origin or ancestry, marital status, social status, sexual orientation, or status as a qualified disabled individual.