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 paid

Job 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 Ethiopia’s 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%)

• Maintain a property record ledger for each staff member and update as soon as a new item is acquired.
• Monitor adherence to the property policy in all offices.
• Participate in the annual inventory of items, prepare a consolidated count report, prepare quarterly inventory reports and reconcile reports against financial records for all offices.
• Verify the return of all properties as part of the staff clearance process at the time of employment separation.
• Assist in the semiannual and annual property county and reconciliation of the country office.
• Prepare periodic property reports for various stakeholders (regulatory government agency, donors, CARE Regional Management Unit, etc.)
• Ensure that disposal requirements of donors and responsible government agency policies are well understood, documented, and followed up.
• Handle the reporting, disposal approval, transfers, and other related matters for properties with the appropriate government agency/office.
• Support project close outs with required reports on property lists and disposition plans.
• Ensure property disposals are made after completing all approvals and documentations; update property registers once assets are disposed.

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 / programming

IV 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.