Description
The International Rescue Committee (IRC) is seeking an Administrative Assistant to support the day-to-day operations of the organization in Addis Ababa, Ethiopia.
Job Summary: The Administrative Assistant will be responsible for providing administrative support to the IRC team, including managing front desk operations, coordinating meetings and appointments, handling correspondence, and maintaining records.
Key Responsibilities:
- Receive and send fax messages and forward documents to relevant staff members
- Ensure urgent messages are followed up accordingly
- Collaborate with different departments to ensure smooth day-to-day operations
- Make official phone calls on behalf of staff members
- Maintain and update internal telephone extension lists and instructions for use
- Report any faults to the IT Officer and Telecommunication Company
- Securely maintain and use IRC stamp only on authorized documents
- Make appointments for staff and remind them of approaching appointments
- Schedule interviews for internal and external candidates
- Issue stationery for staff upon request and maintain tracking of stationeries issued
- Conduct analysis of supplies purchased and released from store
- File documents for the Country Director
- Check incoming mailboxes and dispatch mail pouches to NY and Field sites
- Open internal envelopes and distribute them to intended personnel
- Assist in coordinating farewells and procurement of gifts for staff
- Perform additional tasks assigned by supervisors
- Book and approve meetings for staff
- Manage tracking of exit clearance, letters, and stationery materials
- Maintain records of office supplies and assist in procurement when needed
- Uphold the NGO's values and maintain a welcoming atmosphere for all stakeholders
- Facilitate Gate pass ID for Staff and Visitors
- Supervise and follow up Cleaners
- Support drafting different letters
- Maintain front desk office supplies and equipment
- Anticipate guests' needs and provide appropriate service
- Monitor and handle guest comments
- Distribute Bid documents on behalf of the supply chain department
- Share Weekly vehicle arrangements for the HR department
Safeguarding Responsibilities:
- Promote and actively participate in initiatives and efforts to build team engagement, inclusion, and cohesion in IRC
- Foster ongoing learning, honest dialogue, and reflection to strengthen safeguarding and promote IRC values and adherence to IRC policies
Requirements:
- BA degree/Diploma in Management, Business Administration, Personnel Management, and related fields
- 2 years of experience for diploma/TVET holders and 0 years of experience for degree holders
- Excellent verbal and written communication skills
- Strong organizational and time-management skills
- Strong analytic problem-solving skills
- Ability to work both independently and in a dynamic, cross-functional global team structure
- Highly proficient in Microsoft Office suite
- Demonstrated ability to work effectively with stakeholders at all levels
- Ability to manage and work through change in a proactive and positive manner
- Excellent written and verbal communication in English and Amharic