Terms of Reference (ToR) For Admin Assistant

Background

The Government of Ethiopia has received funding from the World Bank through IDA credit and grant to implement a multi-sectoral project “Response-Recovery-Resilience for Conflict-Affected Communities in Ethiopia”. Overall, the project is led and coordinated by the Federal Project Coordination Unit (FPCU) to be housed in the Ministry of Finance (MoF). The proposed project is structured in four (4) components namely: (i) improvement of access to basic services and economic opportunities for conflict-affected communities (II) strengthening of GBV service delivery and prevention (iii) learning and project management and (iv) and a Zero-dollar Contingency Emergency Response Component (CERC). From this, the Ministry of Women and Social Affairs has given lead the implementation of one of the project components “Improving Access to GBV Response Services’’ in the period from 2022 to 2026. The aim of this component is the strengthening of short and medium-term GBV response services for survivors of conflict related GBV within targeted Woredas; the piloting of innovative GBV prevention programming, both as a mechanism to address underlying norms and dynamics that contribute to violence, and to address factors that prevent GBV survivors from seeking care; and strengthening of institutional capacity for coordination, policymaking, and delivery of quality, confidential, and survivor centered care across the country.

Objectives

The objective of this assignment is to hire a qualified Admin Assistant who will performs general clerical and secretarial duties, provide office support services to the project staff and provides administrative support to ensure efficient operation of office. 

Scope of the Work

• Specific duties and responsibilities of the Admin Assistant include:
• Coordinates and schedules meetings, appointments, and travels
• Takes and distributes minutes or other notes as requested
• Carries out administrative duties such as, typing, copying, binding, scanning, maintain the general filing system and file all correspondence
• Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence  
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents
• Assist in the preparation of regularly scheduled reports
• Welcomes and directs visitors
• Manage calls, mails and calendars 

Level of Effort and Timing

•  It is expected that the assignment will start in January, 2023. The Admin Assistant will be based at the project office, in Addis Ababa

Inputs provided by the Client

• MoWSA will arrange reasonable and standard office space with office furniture and equipment required for the assignment. The project will avail internet access and related communication and electronic facilities for official project duties 

Management procedures

• Contractually, the Admin Assistant will work under the supervision of the Federal Project implementation unit Coordinator to whom all reports and deliverables as per the ToR shall be submitted. The MoWSA will be responsible to effect all payments to the specialist/consultant on a monthly basis based on the accomplishment of planned and expected deliverables with the submission of comprehensive monthly reports

Duration of Contract: The Admin Assistant will be recruited for a one-year period, with a possible extension upon satisfactory performance of the assignment.

Remuneration: As per the Ministry of Finance channel one harmonized salary scale 

Education & Experience Required

•  Diploma/BA Degree in Secretarial Science, Accounting, Finance, Management or other related field with 4/2 years of related experience

 Required Skills

• Detail-oriented and proficient with Microsoft Office word and excel
• Excellent communication skills, fluency in Amharic and English
• Basic understanding of office equipment, clerical procedures and systems such as recordkeeping and filing.
• Ability to work independently and reliably
• Ability to quickly acquire, familiarity with the roles and function of the assigned project