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Job Type:International NGO


Fields of Education: Bachelor’s degree preferred or alternatively equivalent work experience


Organization: Global Alliance for Improved Nutrition (GAIN)


Salary : negotiable




Application Dead line:2016-03-12


Job title

Program Assistant, Ethiopia


E1-Program and Administrative Assistant

Direct Reports


Work Location

Addis Ababa, Ethiopia

Travel Required


The Global Alliance for Improved Nutrition (GAIN) is driven by the vision of a world without malnutrition. GAIN is a Swiss based international organization that mobilizes public private partnerships and provides financial and technical support to deliver nutritious foods to those people most at risk of malnutrition. The organization is delivering improved nutrition to an estimated 610 million people in more than 30 countries, half of whom are women and children. Nutrition products are as varied as fortified cooking oil and flour in Africa, soy sauce in China and biscuits in India, as well as specialized products for infant and young child nutrition, and interventions to protect the most vulnerable affected by emergencies or chronic illness.     

GAIN’s program assistants play an important role in the smooth running of the organization. The program Assistant, Ethiopia, will provide day to day administrative assistance to the country Manager, as well as in the general management of the office and support to the country program.


Overall purpose

The purpose of this position is to oversee the procurement and logistics, office management and, facilitates of the country office in Ethiopia and provides support to the country manager.


Administrative Assistance  

- Provides administrative assistance to the country manager, ensures compliance with GAIN policies and procedures

- Drafts meeting agendas and prepares summary notes

- Manages logistics for key meetings an calls; plans, organizes and coordinates he meeting and calls, arranges all related communications and where necessary takes meeting minutes and organizes hospitality

- Assists in scheduling and planning for events, such as on-site and off-site meetings, confnces, and presentations, which may include coordinating arrangements for participants, handling logistics, preparing and disseminating materials

- Drafts correspondence including reports, contracts and other administrative documents

- Prepares presentations, graphics and charts

- Participates in the preparation and formatting and coordination of donor reports and proposals

- Assumes responsibility for document filing and develops office administrative procedures as          required

- Responds to general enquires to the country office

- Manages timesheet records

- Coordinates domestic and international travel arrangements for the country manager, processes    travel claims and makes recommendations and decisions regarding meeting facilities, tickets        and visas.

- Organizes meetings and workshops for GAIN staff, including travel arrangements and security

- Prepares and formats standard contracts and related documents, in strict compliance with the standard contracting process and templates, and assists in the preparation of complex contracts

Finance Assistance

- Handle petty cash and serve as main cashier of the country office

- Support the country office finance in preparing payment requests, vouchers and cheques

- Ensures the smooth flow of approval documents, ensuring information transfer to the relevant staff.

-Works closely with the country office finance to ensure all project related expenses are properly coded to ensure the accuracy of financial reporting

Office Management

- Coordinates with GAIN Headquarters and the office set up consultant regarding finalizing             vendors, day to day monitoring of the installation of office equipment, IT set up and                   coordination of annual contracts.

- Day to day facilities management of the Ethiopia office, developing and maintaining good             relationships with suppliers

-  Oversees transportation and vehicle management

-  Supervises support staff such as security guards ad cleaner

-  Manages procurement  as per GAIN’s procurement policy and national standards, liaising with       finance (Geneva)

-  Coordinate delivery of goods from suppliers, manages records and keeps a fixed asset registry    as per national requirements

-  Ensures timely customs clearing and follow up with government offices

-  Other duties as required by the country manager

   Key organizational relationships

-  Reports to country manager & representative

-  Works with staff in the Ethiopia office on all operations related activities

-  Works across GAIN to ensure open communication channels, coordinates requests and                 meetings

-  External suppliers and stakeholder organizations in Ethiopia

-  Closely liaise with GAIN corporate services division (Geneva)

Job Requirements

Skills & Attributes 

- Proactive with a commitment to quality and accuracy with close attention to detail

- Strong interpersonal, organizational and communications skills

-  Experience working in an entrepreneurial, matrixed, global organization

-   High flexibility and occasional availability to work outside regular working hours

-   Effective oral and written communication skills in an environment requiring diplomacy and            good judgment in managing interactions with individuals at all levels inside and outside an          organization. Able o prioritize, multi-task and work well under pressure with frequent                  deadlines.

-  Reliable and enjoys working in a multi-cultural, cross functional team with flexible and                adaptable approach to work

-  Ability to work adaptable approach to work

-   Computer literacy with excellent MS word, Ms Excel, outlook and power point skills

-   Knowledge and familiarity with one or more of the following functional areas: procurement,         travel, communications, accounting, contracts and agreements, nutrition /health science,             meetings/conference management, international aid, development programs or portfolio             management

-  Flexible and adaptable approach to work

-  Ability to travel on occasion


-  Minimum of  3 years related experience in an administrative/ office management role, preferably in an international NGO


-   Bachelor’s degree preferred or alternatively equivalent work experience


-  Initiaive

-  Teamwork /collaboration

-  Negotiation

-  Procurement and accounting

-  Project management

-  Knowledge sharing

Other Requirements

- Business English required, written and verbal





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