Administrative Assistance
About the Job
Job brief
We at Wide Horizons For Children Ethiopia (WHFCE) an international NGO, are seeking a highly skilled and experienced Administrative Assistance to take charge of the Administrative, HR and finance support duties of our organization by administering accounting operations to meet requirements.
You should be familiar with staffing, logistics, invoices and cash handlings etc. Our ideal candidate demonstrates interest in managing the organization’s administration, HR and accounting activities, including accounts payable and accounts receivable. You should be detail-oriented individual with excellent organization, communication, and interpersonal skills.
Key Responsibilities
Administrative Support:
- Manage and maintain records of the office communication services, supplies, stationery and equipment availability.
- Coordinate and schedule meetings, appointments, and travel arrangements.
- Manage incoming and outgoing mail and courier services.
- Maintain a clean and organized office environment.
- Assist with event planning and execution.
- Keeps all administrative and financial forms up to date.
- Record, update, and maintain all fixed assets, donated items, conduct inventory
- Provide general administrative support.
HR Support:
- Assist with recruitment processes, including screening resumes and scheduling interviews.
- Maintain accurate employee records (inc. leave and report of absence) and files.
- Prepare and process employee paperwork, such as contracts, offer letters, and performance reviews.
- Coordinate employee onboarding and offboarding processes.
- Provide support with employee benefits administration.
- Assist with training and development initiatives.
Finance Support:
- Assist with accounts payable and receivable processes.
- Manages petty cash and its regular replenishment as per the organization procedures.
- Prepare and process expense claims and reimbursements.
- Maintain financial records and documentation.
- Follows-up the settlement of temporary advance payments and report to the authorized personnel if there are unsettled suspense vouchers;
- Assist with budget preparation and monitoring.
- Support with grant and donor reporting.
Documentation
- Ensures that letters and electronic communications, etc. are appropriately numbered;
- Keeps the filing system of the Organization in order
- Ensures the proper filing of all incoming and outgoing mails so that efficient and swift retrieval is possible.
Other Assignments
- Undertakes any other assignments given from the supervisor relevant to the role and the organization
About You
Qualifications and Skills:
- College Diploma or Bachelor’s degree office management, accounting or related field.
- 4 years (for diploma) and 2 years (BA) of relevant experience.
- Proven experience in administrative, HR, and finance roles in NGO sector.
- Strong organizational and time management skills.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Knowledge of HR and finance principles and practices.
- Ability to work independently and as part of a team.
- Attention to detail and accuracy.
- Ability to handle confidential information with discretion.
Required Skills
- Time management
- Teamwork
- Microsoft Office Pack: Word, Excel, Access, Publisher, Outlook, Powerpoint
- Communication
- Attention to detail
How To Apply
Interested and qualified applicants, please submit your CV and cover letter to [email protected] within 10 days.
