Back Administration Officer

This position is hybrid requiring a few days per week in the WRI Africa Regional Office in Addis Ababa, Ethiopia. Existing work authorization is required at the time of application submission. WRI is unable to sponsor any visa work sponsorship for this position.

About the Program:

Our vision for Africa is an inclusive transformation so Africa’s people and landscapes flourish. WRI Africa generates actionable knowledge across three strategic pillars: vital landscapes, thriving and resilient cities, and institutional and economic transformation. The WRI Operations team supports the crucial front-line work of the organization, directly interacting and working with donors, partners, government agencies, statutory bodies, trustees, vendors, and consultants in fielding their inquiries, providing support at all the fronts and solving problems. The Operations team provides support so that programs can be implemented without any hurdles and the program staff and researchers can develop high quality research documents, plans and implement the programs at the field level. The WRI Operations team strives for operational excellence across all functions starting with the recruitment, retention and management of WRI’s staff, our most important asset. We manage our endowment, the contributions entrusted to us, and our facilities in ways that are in line with our values and advance our mission. We maintain strict budgetary planning and financial controls to ensure that all contributions are managed in compliance with donors’ wishes.

https://www.wri.org/wri-africa

Job Highlight:

You will work with the Operations team, providing support related to office administration, procurement tasks, office utilities and supplies arrangements for the Ethiopia office. You will support and work collaboratively with managers, program staff, building administration, and liaise with government agencies.

You will report to the Finance, Accounting and Administration Manager, Africa.

What will you do:

Administration (50%):

• Provide support on multiple administrative issues to ensure efficient and effective running of daily operations in the office
• Maintain the SOPs of the various administration processes and ensure seamless execution of office operating procedures
• Create reports on expenses and office budgets on a regular basis
• Handle petty cash payments according to the organization policies
• Handle VAT refund request and other tax declarations to the government
• Liaison with government offices on behalf of WRI
• Manage correspondence (including letters, emails and packages)
• Lead the planning and execution of events in coordination with the office assistant
• Maintain the office facility, repairs, and maintenance by coordinating with the facility managers on issues relating to maintenance or concerns
• Manage office supplies and ensure efficient usage
• Manage the cleaning crew

  Logistics and Procurement (30%):

  • Maintain a robust and updated asset management register for all company assets (furniture, computer, laptops, etc.)
  • Maintain accurate logistics records and provide regular reports to relevant team members
  • Plan and implement logistics in a way that maximizes effective use of resources
  • Provide support in procurement processes (including international shipments when required), e.g., identifying supplier and items, collecting proforma invoices, and preparing bid analyses, handling duty free and custom clearances
  • Coordinate with the Finance Accounting and Admin Manager on procurement of capital equipment, goods and services
  • Maintain and update supplier information and vendor contracts on the database
  • Maintain good supplier relations and assist with contracting

    Travel and Immigration (20%):

    • Provide support in processing work permits for international staff and maintain accurate data
    • Facilitate the management and administration of schedules and logistics for all visitors
    • Manage visa processing for both international and national staff, manage logistics (airport pick-up, hotel bookings).