John Snow Inc. Administration Specialist Jobs in Ethiopia

John Snow Inc. Administration Specialist Jobs in Ethiopia


Category:

  • Admin, Secretarial and Clerical, Management

    Location:

  • Addis Ababa

    Career Level:

  • Mid Level ( 2+ - 5 years experience)

    Salary:

  • As per the Organization Scale

    Background:

    John Snow, Inc. and our nonprofit, JSI Research & Training Institute, Inc., (JSI) are public health management consulting and research organizations dedicated to improving the health of individuals and communities throughout the world.

    JSI implements the Strengthening High Impact Interventions for an AIDS-free Generation (AIDSFree) Project.

    AIDSFree is funded by the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR) through the United States Agency for International Development (USAID) under a five-year cooperative agreement.

    In Ethiopia, AIDSFree supports the partnership between the Government of Ethiopia and PEPFAR to control the country’s HIV epidemic by addressing the structural barriers that inhibit the timely availability of quality logistics data for HIV commodities.

    AIDSFree Ethiopia focuses on strengthening the logistics management information system (LMIS) for the public-sector health care supply chain.

    JSI also implements a grant on behalf of the Bill & Melinda Gates Foundation (BMGF) that provides technical assistance to build capacity and systems for the management of vaccines and related products within the Pharmaceuticals Fund and Supply Agency (PFSA).

    This grant builds on JSI’s immunization program experience, the success of the Vaccine Supply Chain Transition contract, and 20 years of experience in Ethiopia in health care supply chain technical assistance to the Federal Ministry of Health (FMOH) and PFSA.

    These programs focus on supply chain system strengthening by improving the visibility and use of quality, timely logistics data for decision-making.

    Enhancing data visibility and data usage will expand commodity availability, increase supply chain efficiency, improve health outcomes in Ethiopia, and build sustainability of the health system.

    Position summary:

    The Administration Specialist serves as part of the Administrative Support Team. S/he will support management, and the finance and operations team with regular and special activities, including office management, reception, office equipment maintenance, purchase of office supplies, handling of petty cash, and facilitation workshops/trainings.

    S/he will also serve as a communications link between the management team and the field staff, assisting with both written and verbal communications, wherever feasible.

    S/he may also be trained to provide back-up information technology (IT) assistance to the contracted Information Specialist.

    Responsibilities:

    Specific responsibilities will include, but not be limited to, the following:

  • Greet and receive visitors to the JSI project office.
  • Receive and distribute JSI project mail, courier, and hand-delivered items.
  • Perform receptionist duties for the JSI projects in Addis Ababa, receiving and directing phone calls and processing call requests for project staff.
  • Assist in maintaining the “Home Office” calendar of all correspondence/documents required to be sent to the DC office.
  • Send and receive faxes, letters, emails, and project documents, as requested, and maintain incoming and outgoing correspondence log.
  • Assist in maintaining up-to-date files of the actual documents that have been sent to the “Home Office” (for all correspondence/documents required to be sent to DC office) and be responsible for sending certain ones, as agreed, on a regular basis.
  • Facilitate travel, hotel, and logistics arrangements for Home Office staff, consultants, trainers, trainees, and project-related business travel.
  • Perform clerical and administrative tasks as needed/requested for the orderly operation of JSI and staff.
  • Manage all stationeries, copying and binding of training materials.
  • Coordinate the completion and production of JSI projects quarterly newsletter, ensuring that articles and information are provided in a timely manner.
  • With the supervision of finance office, handle petty cash in the Addis Ababa office, requesting replenishment as necessary, certifying accuracy of all petty cash vouchers, ensuring all payments are supported by appropriate documents, and all goods and services paid for are received.
  • Working closely with finance team and providing first step review of expense reports coming from regional offices.
  • Maintain telephone/fax logs of all official and private calls, and submit private call reports on a monthly basis.
  • Maintain the integrity and confidentiality of JSI projects files, records and information at all times.
  • Assist project’s management team with special projects, as assigned.
  • Assist in the process of procurement,
    Assist in the co-ordination of staff meeting resources (printing materials, stationeries, photocopies, etc)
  • Perform any other duties as required and/or assigned

    Duration:

  • One year contract

    Job Requirements

    Qualifications:

    Education:

  • Diploma or higher in office management, secretary or related field

    Experience:

  • At least three years’ experience in office management/secretarial position, preferably with increasing responsibilities.

    Skills:

  • Fluency in the English language.
  • Proficiency in computer software, such as Windows, Word, Excel.
  • Knowledge of computer networking systems, email systems, and internet.
  • Good communications and interpersonal skills

    How to Apply

  • Interested candidates can apply by sending their Application Letter and CV through aidsfree@et.jsi.com on or before December 31st, 2018.

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