Office Aid

Job Description

The International Rescue Committee (IRC) is one of the largest humanitarian agencies in the world, providing relief, rehabilitation, and post-conflict reconstruction support to victims of oppression and violent conflict. IRC has worked for over seven decades in the world addressing both the immediate, lifesaving needs of conflict-affected people in an emergency and the reconstruction needs in post-conflict societies. IRC is committed to a culture of ambitious leadership, innovation in all aspects of our work, creative partnerships, and detailed accountability to those we serve.

Statement of responsibilities:

Under the supervision of the HR/Admin Officer the office Aid will on top of managing the

reception area, handle telephone and fax communications, all reception duties in an efficient and professional manner. Effectively carry out administrative tasks of charity water project related to documentation of government and donor reports, Aleta and Hawassa FO project PRs and payment documents, offline PR tracking and other programmatic and administrative tasks.

Office Assistant Responsibilities:

- Handle incoming calls and other communications and connect with relevant project team/staff. - Collect and deliver letters, memorandum of understanding to and from signatories and partners. - Handle project hard copy filing system. - Collect purchase request (PR) or payment facilitation requests from Hawassa FO and Aleta SO, handle review and approval process. - Handover approved PRs to relevant staff/department and advise the progress to the PR and payment initiator. - Offline track, communicate and follow the status of supply chain and program PRs - Follow the status of procurements in collaboration with supply chain and update EH managers and EH staffs under c: w project. - Support on BVA cleaning and reminding the PR initiator to take action. - Greeting clients and visitors and link with relevant staff as needed. - Prepare attendance sheet and accompany Finance team for partner per diem payments. - Updating paperwork, maintaining documents, and drafting letters, as vital. - Accurate filling of contract documents, POs and other SC documents related to c: w project. - Coordinating travel by booking accommodation and reservation for needs as required by EH department. - Coordinating events as vital. - Release required items from warehouse as needed and follow the accurate delivery of items to the destination and file accordingly. - Crafting, maintaining, and entering information into EH databases. - Work on accurate collection and filling of project documents in collaboration with Aleta Wondo Satellite Office EH staffs. - Travel to Aleta Wondo Satellite office if any support required. - Support on filling data on arithmetic check for bidding process. - Perform other duties as advised by the EH department.

Qualifications

- Diploma in secretary science, Computer Science; management and other related discipline and zero years of experience. - Ability to write clearly and help with word processing when vital. - Warm personality with strong interpersonal skills. - Ability to work well under limited supervision. - Great communication skills. - Proficiency in English and Amharic is required. Other language skill is an additional asset.

Standards of Professional Conduct: The IRC and IRC workers adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances

IRC is an Equal Opportunity Employer. IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status, disability or any other characteristic protected by applicable law.