Max Foundation Administration Assistant Jobs in Ethiopia

Max Foundation Administration Assistant Jobs in Ethiopia

Purpose of the Position

  • The Admin Assistant will be responsible for secretarial, record keeping, store keeping and human resources administration, and managing petty cash.

  • This involves office management (office equipment, supplies, filling, etc.), communications (letters, internet/emails, and reception), procurement, petty cash handling and making authorized payments as well as human resources management.

  • It is a multi-task position that require excellent communication skills and an upbeat attitude.

    Job description

    Administrative support

  • Provide excellent customer service

  • Support planning activities for program and management staff travel plan

  • Maintain calendars, schedules and coordinate appointment for the country director and other staffs

  • Set up and maintain effective office files and keep corresponds and reports available for reference and efficient operation; especially,
  • keep confidential documents in safe place.

  • Maintain all kinds of register (attendance, stock, fixed asset, etc)

  • Manage the repair and maintenance of office vehicles and office equipment

  • Ensure the daily e-mail checking and downloading of documents and their delivering.

  • Receive and transmit local and international telephone calls, electric mails, and faxes.

  • Coordinating domestic and international travel, including flight, hotel, and car rental reservation

  • Manage office supplies and make proper stocks

  • Ensure effective vendoring process and contract administration

    Accounting Management:

  • Maintain financial registers (check, advance, receipts, vouchers,

    Perform basic bookkeeping works like:

  • Record and post all daily transaction in the book of accounts through proper cod

  • Ensure all expenses made are reasonable, accurate and in compliance with cost principles and procedures of the program

  • Ensure all expenses are verified the validity and accurate of reliable, reasonable, and approved by a designated person before payment

  • Ensure all accounting source documents are accurately preserved and all financial information are kept confidentiality

  • Prepare monthly report on all proceeds, contributions, miscellaneous expenditures, advance and income tax, pension as required by the management

  • Reconcile daily cash balance in hand
    Prepare statement of accounts, monthly basis

  • Prepare financial report and budget variance analysis

  • Prepare bank reconciliation statement at the end of
    each month

  • Ensure timely order for office supplies, checking of party invoices, employee expenses, payments and maintains accurate records and control reports

  • Provide additional support to project staff as requested

  • Human Resources administration
    Implement and maintain a personnel records system to provide up to date details of employment, contracts, job histories, staff leave, attendance

  • Manage and address all staff personal issues following the HR manual

  • Assist in staff recruitment and disciplinary issues

  • Follow-up on the performance of all staff working in the Country office.

  • Maintain good working relationships in the workplace.

  • Provide general administrative support

    Job Requirements

    Education and year of experience:

  • College Diploma in Accounting/Secretarial Science/Office Management/other related fields from recognized college Or BA in Accounting/Management and relevant trainings
    Five years of relevant work experience for diploma holders and two years of relevant work experience for degree holders

  • Experience with NGO is of an advantage

    Knowledge, skills, and abilities

  • Excellent written and verbal communication skills in English and Amharic. Proficiency in other language a plus

  • In-depth understanding of Microsoft office applications including Word, Excel, and Outlook as well as internet/emails

  • Ability to act in a professional and ethical manner

  • Good time management skill

  • Ability to organize a daily workload by priorities

  • Ability to adapt to the existing environment

  • Willingness to multi-task and work on own initiative

  • Experience on store and management

  • Attention to details


    The admin assistant should demonstrate competence in some or all of the following:

  • Drive Results- Demonstrate ownership, responsibility and a positive optimistic “can do approach” in delivering excellence

  • Team play- Cooperate with and support colleagues work towards a common goal, work across functional/departmental boundaries

  • Interpersonal Effectiveness/Managing relationship- communicates openly and clearly, is sensitive the way a message received interacts with other with sensitivity and respect

  • Change orientation- anticipate problems and focuses on seeking solutions and is willing to be challenged and challenge others

    How to Apply

  • Please send your CV and your Expression of Interest to Max Foundation Ethiopia Country Director, Manaye Seyoum. Email:

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