Admin Officer Vacancy in Ethiopia

Country: Ethiopia
Organization: Alight
Closing date: 25 Jul 2021

Job Description

POSITION TITLE: Admin Officer

Duty Station: Mekelle, Tigray

COUNTRY PROGRAM: Ethiopia

RESPONSIBLE TO: Area Manager

TYPE OF CONTRACT: Contract

STATUS: Full Time

SUPERVISORY CAPACITY: Operations/Finance

Deadline: July 25, 2021

*Position open to Ethiopian National Candidates

ALIGHT & COUNTRY PROGRAM DESCRIPTION/MISSION

Alight, formerly known as the American Refugee Committee (ARC), is an international non-profit, nonsectarian organization that has been provide ding life-saving humanitarian assistance for refugees, disaster affected, and Internally displaced people for over 40 years. Alight is helping millions in many countries in countries in Africa, Asia and Europe, including Iraq, Kosovo, Haiti, Sudan, South Sudan, Rwanda, Somalia, and currently starting Ethiopia program. Alight was registered in Ethiopia under Civil Society Organizations Proclamation No. 1113/2019 on February 01, 2021, with registry number 5370.

The overall objective of ALIGHT Ethiopia/Tigray program is to provide life-saving assistance to the IDPs and conflict affected in Tigray through Shelter/NFI, WASH, Protection, Health and Nutrition interventions; enable them respond to recurring emergencies and help build resiliency of communities through strengthening of existing social services such as health and water facilities/structures and support creation of durable solutions IDPs and conflict affected communities through a set of integrated activities. The Ethiopia Program of the ALIGHT has fully-fledged offices in Addis Ababa and regional office in Mekelle.

PRIMARY PURPOSE OF THE POSITION

ALIGHT is an entrepreneurial humanitarian and development organization that assists displaced people to move from vulnerability to resilience, from impoverishment to a basic level of well-being, and from exclusion to inclusion.

The overall objective of ALIGHT Ethiopia/Tigray program is to provide life-saving assistance to the IDPs and conflict affected in Tigray through Shelter/NFI, WASH, Protection, Health and Nutrition interventions; enable them respond to recurring emergencies and help build resiliency of communities through strengthening of existing social services such as health and water facilities/structures and support creation of durable solutions IDPs and conflict affected communities through a set of integrated activities. The Mekelle Administration Officer supports the regional office in all Administration related tasks.

PRIMARY DUTIES/RESPONSIBILITIES

• Coordinate transport logistics, both local and international, including airport pick up, and booking of accommodation for visitors and staff;

• Book and process payment to hotel, conference venues, etc in support of operations;

• Ensure ALIGHT assets are well maintained, updating the Fixed Assets Register on a quarterly basis;

• Receive, log and distribute all incoming local/international correspondence (mail, deliveries, etc);

• Maintain a well-organized filing and documentation system;

• Monitor service contracts, ensuring timely renewal, and processing of invoices and payments as required;

• Develop and implement vehicle maintenance schedule;

• Update staff pictorial roster of a bi-annual basis;

• Analyze existing processes and procedures and advise Finance and Support

• Support the Area Manager on the means to improve current practice;

• Plan team house supplies requirements and facilitate the purchase these goods on a weekly basis;

• Plan office supplies requirements and facilitate purchase of these goods on a weekly basis;

• Oversee the management and inventory of office stationery to staff ensuring supplies are accounted for and replenish on time for use;

• Monitor guest house and office cleanliness, providing guidance to improve conditions;

• Ensure proper maintenance of office equipment as per approved procedures and policy;

• Track payment of office and team house rent, electricity, water, garbage collection and process payment of the same in a timely manner;

• Lead the process of contract renewal for ALIGHT facilities;

• Liaise with local authority, ensuring ALIGHT programs align with local rules and regulations (visa processing, NGO registration, etc);

• Represent ALIGHT with a variety of community stakeholders, explaining programs, processes and procedures to facilitate cooperative community relations;

• Ensure performance management tools are in place for teams under management;

• Ensure adequate training for teams under management to implement their duties;

• Ensure succession plans are in place;

• Provide on-the-job mentoring to field staff, reviewing work and encouraging career development where possible;

QUALIFICATIONS

University degree in accounting or financial management

Strong computer skills in Microsoft software products and accounting software, ACCPAC experience strongly preferred

Minimum three years’ experience in finance/management, preferably, for an NGO

Experience with international donors and grant requirements

Ability to work well with a team in an intense, insecure environment and ability to prioritize multiple tasks and meet deadlines.

Fluency in English, Tigrigna

Fluency in other national and local languages is an advantage

KEY BEHAVIORS & ABILITIES

Excellent coordination and communication skills

Should have good documentation and dissemination / presentation skills

Should be able to live, work and travel in an insecure environment, following strict security guidelines at all times.

Proven capacity to work in a quickly moving, unstable situation and work against targeted outputs with tight time frames and deadlines

Excellent interpersonal and communication skills, and ability to work in a multi-cultural

environment.

High level of confidentiality and integrity.

Experience of working under high pressure, in fast-paced environments.

Strong service orientation with the ability to proactively approach staff to understand their needs and to find effective solutions.

Strong organizational skills ability to handle multiple priorities in an autonomous manner.

Plus •

COVID-19 sensitivity

Gender-sensitive

Understanding of and commitment to the “Humanitarian principles”

Understanding of and commitment to Alight code of conduct and organizational goals

How to apply:

https://app.jobvite.com/j?cj=o4lcgfwB&s=ReliefWeb



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