Job vacancies at Shamida Bright Vision Children’s Welfare Association, Ethiopia

Job Description

We are seeking a highly organized and efficient office administrator to provide comprehensive support to our team at Shamida Ethiopia. This role involves managing schedules, coordinating meetings, handling correspondence, and ensuring smooth communication and organization within our office. The ideal candidate should be a proactive problem solver with exceptional communication skills and meticulous attention to detail.

About Shamida Ethiopia

Shamida Ethiopia aims to strengthen the child protection system in Ethiopia and provide high-quality holistic care and support for orphans and vulnerable children, their families, and the community. Our vision is to create a self-sustaining inclusive environment where unique abilities are fostered, individuals are valued and educated, and every child has a home.

Office administrator Job Profile

An office administrator is responsible for a variety of daily tasks that support the organization. These tasks include organizing and filing documents, planning and coordinating company events, implementing office policies, answering phone calls, and welcoming visitors and guests. Office administrators play a vital role in maintaining a smooth operation by managing day-to-day administrative activities. Additionally, they assist staff to enhance work efficiency and ensure compliance with company rules and regulations.

Office administrator Responsibilities

• Manage and organize schedules, including appointments, meeting arrangements with visitors and stakeholders.
• Handle incoming communications, including calls and emails, responding or redirecting as appropriate.
• Prepare and edit correspondence, reports, and presentations including writing letters.
• Organize and maintain filing systems for important documents.
• Coordinate and manage meetings within staff members, including the preparation of agendas, recording minutes, and facilitating follow-up actions.
• Assist in the preparation of Shamida Ethiopia’s event and meetings.
• Organizing and coordinating office operations and procedures to foster a pleasant work environment involves developing communication protocols and streamlining administrative processes.
• Providing general support to visitors and assisting leadership and staff with administrative tasks is essential.
• Maintaining the office’s condition, arranging necessary repairs, and managing the office layout are crucial responsibilities, including overseeing office supplies and equipment.
• Managing relationships with vendors, service providers, and landlords in order to ensure timely invoicing and payments, as well as effective contract and price negotiations.
• Overseeing the office space includes managing maintenance, liaising with building management, and supervising installations or renovations.
• Draft, review, and distribute internal and external communications, as well as program-related documents such as agreements, reports, and memoranda.
• Provide operational support to various managers of departments within Shamida Ethiopia as needed, including assistance with mangers of departmentsHR and finance functions.
• Assist in compiling data for program reports, monitoring program activities, and supporting programmatic processes.
• Coordinate tasks across departments and follow up on outstanding items to ensure projects are completed on time.
• Professionally answers phone calls and responds promptly to employee and stakeholders inquiries.
• Effectively communicates and implements organizational policies.
• Monitors company activities and updates calendar of events.
• Contribute to the development of internal policies and procedures to enhance operational effectiveness.
• Perform tasks given by their supervisor.
• Organize and update filing systems, both physical and digital, to keep records accessible and accurate.
• Monitor inventory levels of office supplies, placing orders as necessary to meet operational needs.

Compensation

• Based on the organization scale

Organization: SHAMIDA Ethiopia

Location: Addis Ababa, Ethiopia

Application Deadline: February 20, 2025 – February 26, 2025

Requirements & Skills

• Proven experience as an Office administrator or similar administrative roles.
• Excellent organizational and time management skills.
• Strong communication and interpersonal abilities.
• Proficiency in MS Office, particularly Word, Excel, and PowerPoint.
• Ability to multitask and prioritize daily workload.
• High level of discretion and confidentiality.
• Excellent written and verbal communication skills in English and Amharic.
• Knowledge and skill in office IT Programmes.
• Ability to work hard and with enthusiasm.
• Ability to work in a team.

Additional Requirements

• Master’s degree in business administration, Secretarial Science, communications, or related field required. Minimum of 3 years of relevant experience in an administrative or executive role, preferably at an international NGO or similar setting.