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Administrative Assistant

GENERAL INFORMATION
TechnoServe, Inc. is an international non-profit economic development organization founded in 1968. It is mission is to work with enterprising people in the developing world to build competitive farms, businesses and industries. For more information, visit www.technoserve.org
I. PRIMARY PURPOSE

Provide administrative support to the Country Office staff in a timely and efficient manner.

Administrative Assistant is responsible for coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

II. DUTIES AND RESPONSIBILITIES
The Administrative Assistant is to:

Maintain and operate quality and efficient communication services through handling incoming outgoing calls, mails and fax correspondences.

Assist team members in administrative rules and regulations pertaining to interpretation and submission of various admin forms i.e., expense reports, timesheets, travel advance, etc.

Receive guests and visitors, provide assistance and appropriate information and/or facilitate their visit as per schedule provided.

Scheduling Appointment/meetings between directors, staff or other parties

Managing Country Director Calander

Provide support in photocopying, duplicating and binding materials and other correspondence and documents to Addis staff

Maintain a register for all items photocopied/duplicated and/or bind according to the budget codes and report on monthly basis.

Send and receive mails, parcels for official business through DHL, Post Office or hand carried by staff, or visitors. and check the payment such services obtained.

Request procurement of mobile card to staff on monthly basis and distribute to all staff as per their monthly allowance.

Assist the Senior Admin Officer in coordinate travel arrangements like hotel booking and reservations for meeting rooms, internal and external in accordance with the TechnoServe travel policy.

Assist the Senior Driver in coordinating vehicle arrangement in Addis

Maintain enough stock of sanitary materials and refreshments (coffee and tea) in consultation with the Senior Admin Manager

Maintaining petty cash

Collect and up-date all information/emergency file related to the office list of interlocutors

Reviews and recommends procedural changes to ensure compliance with policy and improve work processes

Give support for the setting up of the filling system and the archiving process

Maintaining accurate and up to date contact lists of staff and clients using Excel sheet and announce for all staff if there is a change

Store keeping

Receive items as per purchase order or dispatch note, inspect their condition.

Note items that are missing or in bad condition and communicate to the Senior Admin Officer

Issue all items from the store or receive items to the store after checking their proper authorization

Update bin cards and stock cards and work out the balance after each receipt and dispatch/ issuance of items

Register all fixed items in asset register book, update the register after every issuance, disposal, transfer or receipts of all fixed assets

Update the personal ledger at every change in the balance and confirm change made with the concerned staff

Assist in clearance process when employment of staff terminates by ensuring all materials under the custody of the exiting staff is returned.

Handle other assignments as required.

Job Requirements:

Bachelor’s degree in business administration or related field

2+ year of experience in office administration, petty cash handling and store keeping.

Understanding of relevant legislation, policies and procedures

Excellent customer service skills

High level of organization and efficiency

Clear and concise communication skills

Computer skills (emails, scanning, word processing) and proficiency Google Drive, Skype, and QuickBooks

Ability to manage multiple tasks at once for different individuals in the office

Proven ability to maintain confidentiality and discretion

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