Abala, Afar
Project HOPE The poeple to people health foundation Inc.
Project Hope, with its prime partner Amref Health Africa and partners, IntraHealth International, and General Electric (GE) implement the USAID Transform: Health in Developing Regions project. The overall goal of the project is to reduce morbidity and mortality among mothers and under five children in Afar, Benishangul-Gumuz, Gambella and Somali regional states. The project aims to increase the utilization of quality, high impact, reproductive maternal neonatal and child health and family planning services and support the Government of Ethiopia’s overall progress in ending preventable child and maternal deaths. Position SummaryThe Administrative Assistance is mainly responsible for providing office Assistance, Finance Assistance and Event Assistance functions. S/he   shall maintain accurate & up-to-date Office Supplies, Office Equipment’s, Files, Documents and Records. Handle timely Collection and Distribution letters and Courier’s dispatches.  S/he assist in field level workshop activities by providing supplies, stationarities, and disbursing cash to workshop participants.   The Administrative Assistance works under direct supervision Office Administration Officer with some travel movement to field areas.  1. Office Assistance Act as the main contact point in the satellite office for all office operations tasks. Maintains  and updates Office supplies records (bin card) and inform for timely replenishment of inventory by Anticipating requirements;Monitor supplies movement in the store. Prepare store receiving, Issue voucher and handover supplies to employees or work stations.Maintains and updates Office Equipment’s records. Attach Asset Tag number to all Equipment. Participate in physical count of equipment. Follow up proper functioning and maintenance of the office equipment’s  (Printers, Scanner, Computers, Fax machine, Telephone, Generator, Toilet or  Water pump) Assist supervisor in all logistics and micro-procurement service. Ensure timely collection, prompt distribution, and dispatch of incoming and outgoing letters and courier’s dispatches. Backing-up receptionist by answering phone calls, forwarding messages, confirming customer requests and keeping customers informed.Design and maintain office documentations, files and records.  Handle copying, printing, binding, scanning and storing electronic documents Maintain Flight Ticket booking and confirmations;2. Finance Assistance   Handle petty cash payment, fuel coupons and mobile cards for satellite offices. Assist in preparing forms, duplication and organize satellite offices financial records.   Effect field cash disbursement at workshop, trainings and meetings.  Assist all payments are made timely and supported with adequate documentation. Handle regular scanning of financial records. Maintain up-to-date electronic files of financial vouchers to be send to headquarter. 3)       Event Assistance Welcoming Guests and Identifying eligible participants at the start of the event. Receiving invitation letter and transportation receipts.  Registering participants and follow up daily attendance.   Providing relevant supplies, stationaries and training materials.  Follow up with hotel for timely and proper service delivery. Ensure security of properties on training hall.Confirm and Sign on hotel bill and invoices. Effect payments to participants, trainers and hotels at workshop. Provide withholding tax receipt up on deductions as per the tax law. Organizing training expenditures documents and prepare expenditure summary. Seek review of training expenditure by program coordinator and get approval by budget holderSubmit training advance settlement to financeunit timely.   Deposit excess cash to project hope bank account immediately. .