Administrative Assistant (Ethiopian Nationals only)

Finn Church Aid (FCA) is the largest Finnish international aid organization. We operate in 12 countries, where the needs are most dire. We work with the poorest people, regardless of their religious beliefs, ethnic background or political convictions. FCA work is based on promotion of human dignity and fundamental human rights and freedom, and FCA’s operations are guided by equality, non-discrimination and responsibility.

Finn church aid is seeking suitable candidate to fill the position below

POSITION: ADMINISTRATIVE ASSISTANT

REPORTS TO: FINANCE AND ADMINISTRATION MANAGER

DUTY STATION: ADDIS ABABA

DEADLINE: 28 October 2024 – 9:00 Finland Time

Please note: The contracting of this position is subject to funding confirmation by the donor. Finn Church Aid (FCA) reserves the right to cancel the recruitment process at any time without prior notice or liability.

KEY RESULT AREAS

1. Manages the front desk operations:
2. Answers general phone inquiries using a professional and courteous manner
3. Replies to general information requests with accurate information
4. Welcome clients / suppliers / visitors to the organization in a professional and friendly manner
5. Provide General Office Administrative Support.
6. Code and file materials according to established procedures
7. Back up electronic files using a proper filing system
8. Answers all routine correspondence and staff notices.
9. Maintains an inventory for all office equipment, furniture in Addis Ababa Office and ensures that all office equipment, furniture and other facilities are in good working condition. Coordinate the maintenance of office equipment
10. Orders, receives and ensures sufficient stock of stationery items, cleaning materials and other office needs. Keeps sufficient PR materials (e.g. brochures) in dealing with information to guests and other requests.
11. Provides key support organizing special functions e.g. office occasions, meetings, workshops and public functions.
12. Procures office requirements, utilities and refreshments
13. Handles petty cash and submits accountability on time
14. Coordinates Secretarial Services
15. Performs and coordinates secretarial duties such as preparing important communications, documents and reports .
16. Prepares for meetings and appointments, and issues notices and reminders as required. Helps in preparing meeting agendas and takes minutes.
17. Ensures high standards of Efficiency and Organization.
18. Exercises good time management and meets deadlines in all matters.
19. Maintains a well-organized office environment by employing an organized approach, ensuring cleanliness and good order. Proposes improvements in office administration practice and facilities, including filing systems, communication and information flow.
20. Supervises the Office cleaner ensuring high standards of efficiency in both areas of work. Ensures that the performance of cleaners are regularly assessed.
21. Maintains a daily check of the office environment to ensure that high standards of cleanliness.
22. In partnership with the Finance and Administration Manager participates in the annual stock-taking of both FCA funds and assets, and ensures that fixed assets inventories are maintained and updated. Ensures that all organization assets in his/her possession are kept safe;

Qualification and Experience

• Bachelor’s degree in Business Administration with at least 2 years of experience in a reputable organisation
• High-level communication skills;
• Demonstrated project, program and management experience
• Good understanding of NGO operations
• Proven ability to prioritize tasks, meet deadlines and work with limited supervision

Personal Attributes:

• High integrity, self-driven and able to set own work schedule with rigorous deadlines.
• Good command of communication skills
• Ability to initiate and complete assignments and to work under demanding circumstances with minimal supervision.

Please apply by using the link no later than 28th October 2024 – 9:00 Finland Time. Only shortlisted candidates will be contacted.

Finn Church Aid (FCA) is Finland’s largest development co-operation organisation and the second biggest organisation in Finland working in humanitarian aid. FCA is a founding member of the international aid alliance of churches, the ACT Alliance. We seek positive change by supporting the most vulnerable people in fragile contexts. We specialize in supporting local communities’ right to peace, livelihoods and quality education. Qualified and interested candidates irrespective of age, gender, race, religion or ethnic affiliation are encouraged to apply for the vacancy.

FCA practices zero tolerance on sexual exploitation and abuse, including child abuse in all forms. FCA has zero tolerance concerning aid diversion and illegal actions, and may screen applicants against international lists to ensure due diligence and compliance with Anti-money Laundering and Combating the Financing of Terrorism requirements.

FCA is certified against the Core Humanitarian Standard on Quality and Accountability (CHS).

N.B: Finn Church Aid is committed to keeping children safe at all times & all levels of its program operations, so our selection process reflects our commitment to the protection of children from all forms of abuses. Employment is subject to our Child protection standards, adherence to Child Safeguarding Policy, PSEA including background checks.

FCA does not charge any kind of fee at whichever stage of the recruitment process and does not act through recruitment agents.