Project Administrative Assistant

Job Description

Opportunity:

R4D is seeking a highly motivated and committed Project Administrative Assistant (PA) to play a lead operations role in the R4D Ethiopia Office. As a PA, you will provide administrative and operational support for a team that works with a multitude of partners – ranging from government, private sector, donor and implementing partners – to identify and address barriers to accessing essential maternal, newborn and child health commodities. As an integral member of the R4D Ethiopia office, you will work closely with

R4D Ethiopia office members to develop systems and execute on tasks that ensure the operational excellence of the R4D Ethiopia office. You will utilize skills in organization, logistics, written and verbal communication, basic accounting and coordination for various tasks including: general office management, IT and cross-country travel logistics, event planning, stakeholder coordination, vendor and consultant hiring, contracting and management (including bill payments); as well as note-taking. You will be instrumental in the smooth operations of R4D Ethiopia office and projects.

A successful PA will be highly motivated, responsible and organized with great attention to detail; will have strong communication and collaboration skills; will be a creative problem solver and a team-player; will take initiative and conduct their abilities with the highest level of integrity. We are a team that is resourceful, responsible, tenacious, high-energy, and always has a positive attitude. We hope you that you value these personality traits as much as we do!

This position is based in Addis Ababa, Ethiopia, and will report to the Senior Program Officer.

Responsibilities

Responsibilities include, but are not limited to:

Overarching:

• Develop and manage R4D Ethiopia operations workplan and manage all ongoing operational needs across the R4D Ethiopia office
• Assist in the recruitment, hiring and onboarding process for new staff members and consultants
• Provide key support in liaising between R4D Ethiopia as well as R4D finance, human resource and operations teams in Washington, DC

Office management & logistics

• Perform clerical duties including photocopying, scanning, faxing, filing, and mailing
• Provide logistical support for workshops and project/field activities
• Assist project leads in the development of logistics plans for trainings and workshops
• Assist respective project leads in drafting and distributing letters; and seek confirmation of participation for events organized by R4D
• Make travel arrangements for staff traveling within and outside of Addis Ababa
• Manage local travel logistics for in-coming R4D visitors
• Purchase and manage office supplies
• Prepare plan for program procurements including sending out request for quotation to potential vendors
• Coordinate with landlord for repairs and maintenance around the office
• Support processing of work permits for international staff
• Facilitate new staff registration for pension fund

Finance & accounting

• Coordinate transportation and maintain monthly transport log
• Ensure timely settlement of vendor payments (internet, transport, office rent etc.)
• Update and maintain monthly petty cash register
• Monitor monthly office expenditure and compile a quarterly budget request
• Coordinate with accounting firm for the submission of all withholding tax payments for staff and vendors on a monthly basis
• Facilitate timely settlement of legal deductions to relevant government entities

Qualifications:

• BSc in business management or other related degree
• Minimum 3 years of relevant work experience in office or project administration assistant
• Proven experience in areas of office and project administration, petty cash management, handling vendors
• Excellent written and verbal communication skills
• Detail oriented
• High level of proficiency in Microsoft Office, particularly Excel, PowerPoint, and Word
• Willingness to travel domestically to support project events outside Addis Ababa
• Fluency in Amharic is required
• Open to Ethiopian Nationals only.

About the Organization

Results for Development (R4D) is a leading non-profit global development partner. We collaborate with change agents around the world — government officials, civil society leaders and social innovators — to create strong systems that support healthy, educated people. We help our partners move from knowing their goal to knowing how to reach it. We combine global expertise in health, education and nutrition with analytic rigor, practical support for decision-making and implementation and access to peer problem-solving networks. Together with our partners, we build self-sustaining systems that serve everyone and deliver lasting results. Then we share what we learn so others can achieve results for development, too.

We have a unique and vibrant culture at R4D. Diversity, equity and inclusion are at the heart of our work environment and help advance our mission. Diversity—of ideas, identities, perspectives and backgrounds—is vital to who we are and what we do. We seek people who embrace these values and will help reinforce them. Our work culture is collaborative, creative and entrepreneurial. We operate based on trust and respect. Teams across the organization frequently collaborate on programmatic work and support each other in continuously building a better R4D.