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Administration Officer

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Posted by:

A Glimmer of Hope (Glimmer)

Location:

Addis Ababa, Ethiopia 

Category/Specialization:

Admin-Clerical-Secretarial, Information Technology, Management

Employment Type:

Full time

Job Views:

1094

Posted:

12.07.2017

Closing Date:

12.12.2017

Salary:



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Please do not accept payment requests at any of the recruitment phases!

Job Description:

A Glimmer of Hope (Glimmer) is a US based charitable organization with the mission of empowering rural Ethiopian communities to end the cycle of extreme poverty. Glimmer is a nonprofit organization working to make a sustainable difference in the lives of rural Ethiopians through water, sanitation, health, education, microfinance, micro-irrigation and veterinary projects. Glimmer was founded in Austin, Texas, USA in March of 2000. The Ethiopian country office (“Glimmer Ethiopia”) was founded in Addis Ababa in April 2000. Glimmer fund the implementation of projects in Ethiopia through local NGO partners operating in four bigger regions of the country (Tigray, Amhara, Oromia and SNNPR). Since 2000, Glimmer has implemented over 10,000 projects in Ethiopia.

A Glimmer of Hope — Ethiopia Country Office would like to hire Administration Officer for its country office, on competitive basis. Hence, the country office hereby invites competent individuals who fit the requirement stated in the advert to apply.

JOB TITLE: Administration Officer
DIRECTLY REPORTS TO: Finance and Administration Director
FUNCTIONALLY REPORTS ON: Office Assistants and Drivers
DUTY STATION: Addis Ababa

JOB SUMMARY:
Under the general guidance of the Finance and Administration Director, the Administration Officer is responsible for Human Resources Management, Office Management and Administration, Fleet and Logistics Management, and coordinating travel and logistics for Glimmer employees and donors. The Glimmer team works in a very collaborative manner and this position will be supporting all areas of the office. The successful candidate will be outgoing and highly organized with a strong attention to detail, while also having a customer service attitude.

Additionally, there are six staff members directly under direct supervision of this position. As the primary administrative employee of the organization, the candidate can expect to undertake other administrative or related activities of Glimmer Addis, as needed.

RESPONSIBILITIES & TASKS:
A. Human Resource Management
  • Closely work with Finance and Administration Director to strengthen the human resource management system, to improve organizational capacity, and to serve as a source of information for management decisions;
  • In collaboration with the management team, oversee the recruitment, evaluation. promotion, career/professional development or capacity building, retention arid termination of temporary and permanent staff;
  • Ensure the Human Resources Manual is updated regularly, and applicable national Employment and Labor Laws are properly adhered to;
  • Implement Glimmer’s human resources development plan and respond to personnel needs in order to promote a well-motivated work force;
  • Promote organizational culture by clearly communicating organizational values, principles and incentive mechanisms:
  • Manage and maintain employee files, ensuring up to date and accurate information is available;
  • Assist with administration of health insurance coverage, including: serve as insurance point person for staff (help with filings, reimbursements and answering questions), work with vendors to get annual bids, assist in the implementation of annual health plan;
  • Maintain leave management system and update management team on a regular basis;
B. Office Management and Administration
  • Supervise office assistants, drivers, and other support staff as needed
  • Responsible for the overall look and feel of the office;
  • Oversee the cleaning and neatness of the office: Ensure the proper functioning of office facilities (telephone, internet, fax, water, electric power);
  • Responsible for good practices regarding maintenance, repairs, and renovations of the office space, office equipment, and furniture;
  • Respond to inquiries, assist with preparation of policies and guidelines, preparation and advertising of contract and procurement documents:
  • Perform secretarial, administrative and clerical duties for management team as needed;
  • Ensure all properly, procurement and other manuals are updated regularly, and applicable national laws and regulations are properly adhered to;
  • Attend meetings, take notes and minutes as required and report to responsible director/s;
  • Efficiently schedule, coordinate and implement events such as workshops, trainings, meetings and conference calls;
  • Manage, track and update records of fixed assets
C. Fleet and Logistics Management
  • Develop and monitor monthly vehicle fleet/driver deployment plans. Develop and distribute fleet utilization reports to monitor vehicle usage;
  • Review and update existing vehicle utilization manual as needed;
  • Ensure safety and proper usage of all vehicles, equipment tools and other
  • accessories through compliance with Glimmer Vehicle Management Policy, safety & security protocols; Make sure that all the required vehicle accessories are functional and are availed in each vehicle;
  • Make sure that defensive driving strategies and risk mitigation strategies are in place as per the vehicle utilization manual;
  • Ensure that all vehicles are maintained according to Glimmer standards and that proper books and records are maintained. Timely process annual inspection of vehicles with Transport and Road Authority;
  • Monitor fuel/oil consumption on each vehicle and prepare reports to summarize information for management team:
  • Manage the claims process in the event of an accident according to Glimmer’s standards:,
    • Reporting any accident, damage or theft of equipment in a Glimmer vehicle:
    • Ensuring that the proper procedure for insurance claims are fulfilled;
    • Maintaining insurance documents:
  • Facilitate customs clearance and liaison with other organizations to facilitate issues related to logistics and transportation:
D. Travel Coordination
  • Managing travel logistics for Addis office, Austin office (when in Ethiopia) and donor trips, including picking up and dropping off at airports. booking hotels, internal flights, and vehicle rentals for small and large groups (up to 30 people). Updating Master Files and distributing relevant information to team as needed;
  • Ensuring that the person who is traveling has everything they need prior to departure (checked in for flights, printouts of itinerary, etc.)
  • Coordinate with appropriate partners on travel activities;
SPECIFICATIONS:
The minimum required academic and professional skills for the jobholder to perform successfully in their position include:
  • BA Degree in Management or any other related fields. IT/Compute Science as an additional qualification is advantageous but not required.
  • At least 5 years of relevant experience in the area, including at least 2 years of NGO experience;
  • Experience on public relations, capturing of videos and photos (videography/photography);
  • Project planning and management experience advantageous.
  • Innovative problem solver, anticipates needs of the team and brings ideas for positive change;
  • Highly organized with a strong attention to detail:
  • Good report writing and communication skills;
  • Proficient with all Microsoft Office products (Word, Excel, Outlook and PowerPoint). Able to utilize technology to develop presentations and reports;
Attitude and Values:
  • Willingness to work extra hours;
  • Energetic and enthusiastic approach to work.
  • Persuasive, encouraging and motivating
  • A belief in the potential of all people to succeed if given the right support:
  • Willingness to multi-task and work on own initiative.

How To Apply:

Interested applicants are invited to send their application to the Finance and Administration Department until Dec. 12. 2017 via:
E-mail: addis@aglimmerofhope.org ; zena@aglimmerofhope.org
P.o.Box: 1448 code 1110 Call Tel: 251-116613489 (for any queries)
Application Package:
Curriculum Vitae (CV)
One-page summary of experience (positions held), qualification & Training;
Application cover page
Credentials shall be availed upon request



Company Info
A Glimmer of Hope (Glimmer) - Ethiopia
Addis Ababa, Ethiopia

Company Profile