Administration Officer

This position is hybrid requiring a few days per week in the WRI Africa Regional Office in Addis Ababa, Ethiopia. Existing work authorization is required at the time of application submission. WRI is unable to sponsor any visa work sponsorship for this position.

About the Program:

Our vision for Africa is an inclusive transformation so Africa’s people and landscapes flourish. WRI Africa generates actionable knowledge across three strategic pillars: vital landscapes, thriving and resilient cities, and institutional and economic transformation. The WRI Operations team supports the crucial front-line work of the organization, directly interacting and working with donors, partners, government agencies, statutory bodies, trustees, vendors, and consultants in fielding their inquiries, providing support at all the fronts and solving problems. The Operations team provides support so that programs can be implemented without any hurdles and the program staff and researchers can develop high quality research documents, plans and implement the programs at the field level. The WRI Operations team strives for operational excellence across all functions starting with the recruitment, retention and management of WRI’s staff, our most important asset. We manage our endowment, the contributions entrusted to us, and our facilities in ways that are in line with our values and advance our mission. We maintain strict budgetary planning and financial controls to ensure that all contributions are managed in compliance with donors’ wishes.

https://www.wri.org/wri-africa

Job Highlight:

You will work with the Operations team, providing support related to office administration, procurement tasks, office utilities and supplies arrangements for the Ethiopia office. You will support and work collaboratively with managers, program staff, building administration, and liaise with government agencies.

You will report to the Finance, Accounting and Administration Manager, Africa.

What will you do:

Administration (50%):

• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Maintain the SOPs of the various administration processes and ensure seamless execution of office operating procedures
• Create reports on expenses and office budgets on a regular basis
• Handle petty cash payments according to the organization policies
• Handle VAT refund request and other tax declarations to the government
• Liaison with government offices on behalf of WRI
• Manage correspondence (including letters, emails and packages)
• Lead the planning and execution of events in coordination with the office assistant
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage
• Manage the cleaning crew

Logistics and Procurement (30%):

• Maintain a robust and updated asset management register for all company assets (furniture, computer, laptops, etc.)
• Maintain accurate logistics records and provide regular reports to relevant team members
• Plan and implement logistics in a way that maximizes effective use of resources
• Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
• Coordinate with the Finance Accounting and Admin Manager on procurement of capital equipment, goods and services
• Maintain and update supplier information and vendor contracts on the database
• Maintain good supplier relations and assist with contracting

Travel and Immigration (20%):

• Provide support in processing work permits for international staff and maintain accurate data
• Facilitate the management and administration of schedules and logistics for all visitors
• Manage visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).

What will you need:

• Education: You have completed a bachelor's degree in business administration, finance or a related field
• Experience: You have 3+ years of full time relevant work experience, preferably with an international NGO
• Experience in procurement processes and requirements
• Experience managing administrative processes
• Experience in maintaining office facilities
• Experience in processing work permits
• Experience creating reports related to budgeting and expenses
• Proficient in Microsoft Office (Word, Excel, Access, and PowerPoint)
• Experience organizing international events and workshops will be an added advantage
• Languages: You are proficient in written and spoken English
• Requirements: Existing work authorization is required where this position. WRI is unable to authorize visa work authorization.

Potential Salary:

Salary is commensurate with experience and other compensable factors.

How to Apply:

Please submit a resume with cover letter by 22 February 2024. You must apply through the WRI Careers portal to be considered.

What we offer:

• A competitive salary
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields across Asia, Africa, Europe, Latin America and the US
• The chance to have an impact and to develop your career within a mission driven organization with access to varied learning and training opportunities
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours
• Generous leave days that increase with tenure.

About Us:

Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

Our mission and values:

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our values are shared ideals that bind us together: Integrity, Innovation, Urgency, Independence and Respect.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices. We are committed to providing equal opportunities in employment; we embrace all diversity and encourage women, the LGBTQ+ community, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.

Our team in Human Resources carefully reviews all applications.