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Exciting Opportunity: Administrative Assistant Position

15/05/2024

3 minutes read

Unlocking Opportunities: Administrative Assistant Position at CARE Ethiopia

Table of Contents

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Introduction

CARE is a leading humanitarian organization dedicated to fighting global poverty and providing assistance to communities in need. In Ethiopia, CARE is committed to promoting gender equality, social inclusion, and youth empowerment through various programs and initiatives. The Administrative Assistant position at CARE Ethiopia’s Hawassa office plays a crucial role in supporting the administrative and operational functions of the office. In this comprehensive overview, we will explore the responsibilities, qualifications, and skills required for this position, as well as the broader impact of CARE’s work in Ethiopia.

Job Summary

The Administrative Assistant at CARE Ethiopia’s Hawassa office is responsible for providing comprehensive clerical support to the Field Office (FO) team. This includes maintaining accurate records, facilitating communication, managing office equipment and supplies, and coordinating travel and event arrangements. The position serves as the first point of contact for internal and external parties and plays a key role in ensuring the smooth running of daily administrative operations.

Exciting Opportunity: Administrative Assistant Position

Responsibilities

Administrative Support (50%): The Administrative Assistant receives visitors, provides information, and directs them to the appropriate office. They also provide proactive administrative support, manage communications, type documents, translate correspondence, and ensure the availability of office supplies. Additionally, they operate the telephone switchboard and raise purchase requests for office supplies.

Travel and Events Booking (10%): The Administrative Assistant supports travel and event-related requests for the FO team, coordinating with the travel and events officer at the Head Office (HO). They communicate schedules for visitors and staff, facilitate transport and accommodation requests, and manage internal meeting room utilization and external event bookings.
Management of Documents (20%): The Administrative Assistant receives and dispatches incoming and outgoing mail, establishes filing systems for documents, and maintains both physical and electronic records. They sort, register, and file documents, ensuring ease of identification and retrieval. They also keep custody of contract agreements and sensitive organizational documents.
Photocopying, Binding, and Scanning (25%): The Administrative Assistant handles photocopying and scanning requests, makes copies or scans of correspondence and reports, compiles documents, and ensures the availability of stationery. They also maintain photocopying, duplicating, and binding machines to support access for other admin assistants.

Other (5%): The Administrative Assistant carries out other duties as required, based on project demands, demonstrating flexibility and adaptability in supporting the FO team.

Gender Equality

CARE is committed to promoting gender equality, youth empowerment, and social inclusion. The Administrative Assistant position requires an understanding of and commitment to principles of Gender Equity, Diversity, Inclusion, and PSEAH (Safeguarding), as evidenced in previous positions or programming experience.

Qualifications

2 years of relevant work experience for diploma holders.
1 year of relevant work experience for first-degree holders.

Minimum of 6 months CARE internship service.
NGO experience is a plus.

Skills Required

Candidates for the Administrative Assistant position should possess the following skills:

Strong administrative and organizational skills.
Excellent communication and interpersonal abilities.

Proficiency in English and Amharic, with translation skills desirable.
Competence in office equipment operation and document management.
Ability to multitask, prioritize, and work effectively under pressure.

Conclusion

The Administrative Assistant position at CARE Ethiopia’s Hawassa office offers an exciting opportunity to contribute to the organization’s mission of fighting poverty and promoting social justice. By supporting the administrative and operational functions of the office, the Administrative Assistant plays a crucial role in ensuring the smooth implementation of CARE’s programs and initiatives in Ethiopia. If you are passionate about making a difference and have the necessary skills and qualifications, we encourage you to apply for this rewarding position.

Keywords: CARE Ethiopia, Administrative Assistant, Hawassa, Gender Equality, Social Inclusion, Youth Empowerment, NGO, Clerical Support, Office Management, Document Management, Event Coordination, Translation, Communication.