Main purpose of job:

To provide admin support to the Community Liaison Officer (CLO) (50%) and Procurement Officer (50%) on the day to day tasks and work closely with internal and external customers to manage expectations and deliver an effective service. Update self with new policies, rules and regulations and work towards increasing the level of delivery of teams.

Roles and responsibilities:

• Managing emails, providing responses on a timely basis and prioritisng actions
• Follow up requests and provide updates to customers on progress
• Give cover for the CLO and Procurement officer
• Perform other duties as they come

CLO

• Assist the CLO on information gathering for UK-based officers and their spouses/partners and families (including for those not yet in Addis). This may include: information on possibilities for spouse/partner employment in Ethiopia and completion of an annual Spouse and Partner Employment Report for DSFA; children’s education (through completion of separate School and Nursery Information Sheets of approved schools); feedback on adult education; career and training opportunities; advice on foreign-born spouse/partner issues; recreational facilities and social matters. Quarterly completion of the Cost of Living report.
• Contribute to welfare at Post with CLO’s supervision on welcoming all staff on posting/temporary duty/flexible deployment and accompanying families to ensure as smooth an integration as possible into the life of the Embassy community; following up to check that staff and families are settling in; being a source of referral and support where questions or problems arise; providing short Post community induction.
• Perform ad hoc duties as they come.

Procurement

• Assist the Procurement officer in making sure all documents are properly filed and accurate
• Follow up contract end periods to make sure they are extended in good time
• Assist in dealing with issues related to landlords
• Conduct market surveys with the Procurement Officer
• Assist in updating data on our system (Planon)
• Ad hoc duties as required
  

• Clear and positive communication with a wide range of customers service
• Strong customer focus skills, to build and maintain professional working relationships at all levels
• A minimum of 3 years experience working in a customer orientated environment
• A minimum of a diploma on Management or related fields
• Good IT skills to work on Word, Excel and other software