Office Assistant – Wetlands International
Accounting and Finance
Wetlands International
Wetlands International is the only global not-for-profit organization dedicated to the conservation and restoration of wetlands. We are deeply concerned about the loss and deterioration of wetlands such as lakes, marshes and rivers. Our vision is a world where wetlands are treasured and nurtured for their beauty, the life they support and the resources they provide.
Wetlands International is dedicated to maintaining and restoring wetlands— for their environmental values as well as for the services they provide to people. We work through our network of offices, our partners and experts to achieve our goals. Most of our work is financed on a project basis by governments and private donors. We are also supported by government and NGO membership.
Our Vision
A world where wetlands are treasured and nurtured for their beauty, the life they support and the resources they provide.
Our Mission
To sustain and restore wetlands, their resources and biodiversity.
This position holder will help with the organization and running of the daily administrative operations of Wetlands International Ethiopia. The position holder will be responsible for general organizational routine administration work such as office cleaning, clerk duties and running errands to maintain an efficient office environment.
Reporting Lines:
- This role reports to the Finance and Operations Assistant
Work Relationship:
Internal Context:
- Within Wetlands International Eastern Africa, the holder of this position relates with all Wetlands International Ethiopia staff members and visitors from Wetlands International Eastern Africa
External Context
- External to Wetlands International Eastern Africa the holder of this position shall relate with visitors to Wetlands International Ethiopia office and suppliers.
Key Responsibilities
- Maintaining files and dealing with other administrative support tasks;
- Organizing the office and assisting staff to optimize processes;
- Acting as a first point of contact/ Perform receptionist duties: dealing with correspondence and phone calls;
- Performing general office clerk duties and errands;
- Organizing travel by booking accommodations and reservation needs as required;
- Maintaining office equipment as needed;
- Responsible for reporting repairs and replacements encountered when executing daily tasks;
- Prepare outgoing mail for distribution;
- Be able to print, photocopy and scan documents as needed
- Monitor and maintain office supplies;
- Ensure office equipment is properly maintained and serviced;
- Cleans & maintains offices, store, toilets, kitchen, ceilings, walls, door frames, shelves, tables, chairs & other working area as required;
- Sweeps, mops and disinfects all office and field work equipment;
- Requests cleaning & sanitary materials for offices, toilet, kitchen etc.;
- Ensures that the offices, toilets, office materials, office furniture’s & fixtures are kept in an orderly condition.
- Perform work-related errands as requested such as going to partners’ offices to deal with organizational business, the post office, the bank, and insurance.
- Assists in other administrative, logistics and financial activities as required by the organization
- Perform any other duties as assigned by your supervisor
Key Performance Indicators
- Timely cleaning of the office for customer satisfaction.
- High standards of office cleanliness.
- Timely preparation of office tea according to set schedule.
- Perform and document routine inspection and maintenance activities
- Nil negative complaints from the staff and supervisor concerning cleanliness of the office environment.
Department : Operations
Supervised By : Finance and Operations Assistant
Supervises : None
Professional Qualifications
- A minimum of Diploma in Business Management, Office Management or related field
Relevant Experience
- 2-3 years in a similar or related role preferably experience in related positions with international NGOs
Essential Competencies
- Thorough understanding of office management procedures
- Good command of the English language
- Warm personality with strong communication skills.
- Ability to work well under limited supervision.
- A strong work ethic, be reliable, and pay attention to detail.
- Excellent organizational and time management skills
- Competent computer skills including MS Office
- Internet skills including use of e-mails, group messaging and data collection
- Ability to work cohesively as part of a team
- Proven integrity and wise judgment
