Vacancy Number:  VA_053_FY21

Female applicants are highly encouraged to apply

The Carter Center is a not-for-profit international NGO committed to waging peace, fighting disease and building hope worldwide. The Carter Center country office in Ethiopia, which assists the Government of Ethiopia in Disease Elimination and Eradication Programs is looking for a qualified professional to fill the following vacancy for its health Programs.

Main Responsibilities:

• Assists in coordination meetings organized by DCR and keep necessary records of those meetings and follow up on the implementation of action points.
• Facilitates preparation needed for renewal of Certificate of Registration and Licence and ensures renewal at the right time.
• Takes care of general administrative service management, and office management activities such as ensuring the safety and security and cleanness of office compound, follow up on maintenance issues, based on available Standard Operating Procedures, guidelines and manuals.
• Responsible for the staff management of direct reports, including leading, supervising, supporting and providing guidance, request work plan, periodic review of performance and Completes periodic performance evaluations for all staff under his/her supervision.
• Ensure Administration teams are operating smoothly and efficiently, with clear roles, responsibilities, timelines, and ensuring adherence to administrative policies and procedures.
• Builds and maintains effective relationships, with programs and program support for effective service delivery.
• Works closely with regional and sub regional project managers and administrators, and gives his/her support on administrative matters.
• Conducts periodic supervisory trips to field offices to provide guidance and address administrative matters.
• Submits summarized monthly report of administrative activities to the immediate supervisor and present at monthly management meeting and advises the management on any administrative matters.
• Works closely with the Finance Manager and other relevant units , maintains  agreements and MoUs; holds documentation of such agreements in secure places.
• Ensures that the store and fixed assets of the organization is managed properly.
• Follow up on rental of offices and management of office compound.
• Ensures signed project agreement documents, periodic project reports and annual audit reports are submitted to the concerned government authorities and partners at the right time and keeps copy of those for file.
• Files all key organization documents, and oversees proper handling of incoming and outgoing letters and mail with the standard protocol, ensures they are secured at all times.
• Coordinates hotel and meeting hall reservations and flight bookings with special emphasis on accommodating visitors coming for special occasions (international meetings, MDA campaigns, etc.).
• Coordinates proper handling of miscellaneous office activities, such as drafting letters, execution of administrative decisions, and so on, then communicates the follow-up/status to the respective immediate supervisor.
• When approved, closely work with HR and logistic units and supports in organizing annual in-house staff meeting.
• Updates employee personnel files as needed.
• Makes sure filing system is up-to-date and filing system improvement recommendations as needed.
• Follow up on the insurance issues as related to property and staff medical issues.
• Performs other activities as directed by the Deputy Country Representative.

Terms of Employment: One year contract with a possibility of extension.

Required Number: 1 (One)

Reports to:  Deputy Country Representative  

Qualification and Experience:

• Master’s degree in management, business administration or related fields.
• Minimum of seven years of work experience in office management/administration areas and out of that, Minimum of three years in managerial position.

Required skills:

• Ability to coach, mentor, delegate appropriately and at same time detail oriented in making sure quality in the administrative service.
• Strong ability to plan and organize a substantial workload Strong interpersonal skills with the ability to supervise, delegate, coach and mentor supervisees
• Good communicator, listener and approachable.
• Result and quality oriented.
• Honest, encourages openness and transparency

Additional Requirements:

• Previous experience in supervisory roles.
• Previous experience in NGO setting.
• Working knowledge of Microsoft Office packages required.
• Integrated knowledge and understanding of administrative and general service concepts, practices, systems, and procedures and working experience in the area;
• Recommendation letter from the most recent employer
• Able to present release letter from current employer in one month after job offer