The International Rescue Committee, one of the world’s largest humanitarian international NGOs, provides relief, rehabilitation and development support to vulnerable people and communities over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery, and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

Statement of responsibilities:

Under the supervision of the HR/Admin Officer the office Aid will on top of managing the

reception area, handle telephone and fax communications, all reception duties in an efficient and professional manner. Effectively carry out administrative tasks of charity water project related to documentation of government and donor reports, Aleta and Hawassa FO project PRs and payment documents, offline PR tracking and other programmatic and administrative tasks.

Office Assistant Responsibilities:

• Handle incoming calls and other communications and connect with relevant project team/staff.
• Collect and deliver letters, memorandum of understanding to and from signatories and partners.
• Handle project hard copy filing system.
• Collect purchase request (PR) or payment facilitation requests from Hawassa FO and Aleta SO, handle review and approval process.
• Handover approved PRs to relevant staff/department and advise the progress to the PR and payment initiator.
• Offline track, communicate and follow the status of supply chain and program PRs
• Follow the status of procurements in collaboration with supply chain and update EH managers and EH staffs under c: w project.
• Support on BVA cleaning and reminding the PR initiator to take action.
• Greeting clients and visitors and link with relevant staff as needed.
• Prepare attendance sheet and accompany Finance team for partner per diem payments.
• Updating paperwork, maintaining documents, and drafting letters, as vital.
• Accurate filling of contract documents, POs and other SC documents related to c: w project.
• Coordinating travel by booking accommodation and reservation for needs as required by EH department.
• Coordinating events as vital.
• Release required items from warehouse as needed and follow the accurate delivery of items to the destination and file accordingly.
• Crafting, maintaining, and entering information into EH databases.
• Work on accurate collection and filling of project documents in collaboration with Aleta Wondo Satellite Office EH staffs.
• Travel to Aleta Wondo Satellite office if any support required.
• Support on filling data on arithmetic check for bidding process.
• Perform other duties as advised by the EH department.

Qualifications

• Diploma in secretary science, Computer Science; management and other related discipline and zero years of experience.
• Ability to write clearly and help with word processing when vital.
• Warm personality with strong interpersonal skills.
• Ability to work well under limited supervision.
• Great communication skills.
•  Proficiency in English and Amharic is required. Other language skill is an additional asset.