Administrative Officer 105 views

Job title: Administrative Officer

Area: Addis Ababa (could require travelling to regions)

Line manager: Operations Head

Employment Type: Full-Time, 12-month contract with possibility of extension

ORGANIZATIONAL BACKGROUND

CareEpilepsy Ethiopia is a nonprofit organization dedicated to improving the lives of people with epilepsy through education, medical support, advocacy, and community engagement. As the only organization of its kind in Ethiopia, we work closely with individuals, families, health institutions, and policymakers to tackle the stigma, neglect, and resource gaps in epilepsy care.

PURPOSE OF THE ROLE

The Administrative Officer ensures the smooth functioning of day-to-day operations at CareEpilepsy Ethiopia. This includes managing correspondence, coordinating meetings and logistics, maintaining organized records, and supporting program implementation. The role is ideal for someone who is highly organized, detail-oriented, bilingual in Amharic and English, and passionate about supporting community-based health initiatives.

KEY RESPONSIBILITIES:

Office Administration & Correspondence

• Manage all incoming and outgoing communications (email, phone, letters) in both English and Amharic.
• Draft and format professional letters, reports, and internal documents independently.
• Maintain physical and digital filing systems for correspondence, HR files, patient records, and reports.
• Ensure the office environment is well-organized and adequately stocked with supplies.

Meeting Coordination & Minute-Taking

• Schedule and organize internal and external meetings (team meetings, stakeholder meetings, training sessions).
• Prepare agendas, take detailed minutes, and circulate summaries to relevant staff.
• Follow up on assigned action points to ensure tasks are completed.
• Deputize for the Operations Head when needed in internal or external meetings.

Program & Event Logistics

• Coordinate logistics for patient support groups, trainings, community events, and outreach sessions.
• Manage transport, venue bookings, refreshments, and materials for field activities.
• Support the administrative side of education, training, and awareness programs.

Helpline and Frontline Support

• Monitor and respond to helpline calls, WhatsApp messages, and walk-in queries with empathy and professionalism.
• Record, route, and escalate cases or questions as necessary.
• Maintain logs to track common concerns and service patterns.

Financial & Resource Tracking

• Support petty cash handling, tracking expenditures, and preparing basic financial summaries.
• Assist with invoice processing, payment requests, and audit preparation under supervision of the finance team.

Weekly Team Coordination

• Organize and record weekly staff team meetings, ensuring action points are tracked and followed up.
• Provide logistical and note-taking support to other teams when needed.

Reports & Records

• Produce weekly, monthly, and quarterly administrative activity reports.
• Assist with compiling program-related data for donor reports or internal use.
• Maintain up-to-date records of staff attendance, leave, and HR documentation.

Support to Patient & Social Activities

• Assist in organizing and running the monthly patient support group meetings (last Sunday of each Ethiopian month).
• Help coordinate social events and patient-centered activities.

PERSON SPECIFICATION – Knowledge, skills and attributes. Qualifications & Experience:

• Bachelor’s degree in Administration, or a related field.
• Minimum 1–2 years of relevant experience in office administration or program coordination.

Skills & Competencies:

• High proficiency in Microsoft Office (Word, Excel, PowerPoint) and Windows-based applications.
• Ability to type and write formal letters in both Amharic and English.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail and ability to multitask.
• Strong interpersonal and teamwork skills; empathetic and culturally sensitive.
• Ability to work independently and take initiative

Working Hours and Conditions:

• Full-time (40 hours/week) from 2:30 am – 11:30 am (Ethiopian time), Monday to Friday, with a 1-hour lunch break.
• Occasional evening and weekend work is required for events and support group meetings.
• Mandatory attendance at patient support meetings on the last Sunday of each Ethiopian month (3:00 am – 6:30 am).
• Based primarily at the CareEpilepsy Ethiopia office, with occasional travel to regional areas.