Position Title: Admin Operations Associate
Department: Administration
Reports To: Head of Admin Operations
Direct Reports: None
Location: Addis Ababa
Salary: As per company scale
🔎 Position Summary
The Admin Operations Associate plays a critical role in ensuring smooth administrative operations by providing backup coverage for key admin, logistics, procurement, and reception functions. The role also owns major processes including Fixed Asset Management, Daily Office Administration oversight, and ensuring a safe and conducive work environment.
This position requires strong organizational and communication skills, flexibility, a proactive mindset, professionalism, and proficiency in Microsoft Office and ERP administrative modules.
🛠 Key Responsibilities
1. Administrative Task Ownership & Oversight
- Maintain office cleanliness, functionality, and professional standards across all areas.
- Serve as the primary contact for internal staff inquiries regarding administrative policies and procedures.
- Manage onboarding logistics for new hires: seating arrangements, access cards, staff benefits, and handover/collection of cards upon exit.
- Ensure Health & Safety compliance including waste management, fire safety, first-aid kit readiness, and hazard reporting.
- Conduct regular inspections of office furniture and fixed assets; report maintenance needs and follow-up with the technical team.
2. Fixed Asset Management
- Tag, document, and log new assets immediately upon receipt.
- Maintain secure soft/hard copies of asset logs and issuance forms.
- Lead annual and surprise physical inventories; reconcile with the Fixed Asset Register and report discrepancies.
- Serve as the main liaison with Finance for asset reconciliation.
- Document asset transfers, returns, and prepare disposal/write-off records with the Facility Manager.
- Ensure accurate documentation of all asset movements in the ERP system.
3. Coverage & Alignment (Backup Support)
Provide full operational coverage for:
Administrative Coordination
- Manage international and domestic travel logistics, air ticket procurement, and vehicle rentals.
- Handle hotel bookings for expatriates; manage and update hotel agreements.
- Monitor expat visa processes, authenticated documents, house rent agreements, and expiry tracking.
Reception & Admin Assistant Duties
- Perform front-office reception and administrative assistance when required.
Procurement Functions
- Initiate ERP requisitions for hotel services, rentals, and admin supplies.
- Support program teams with requisitions and ensure full documentation per ERP and audit standards.
- Follow procurement workflows: collecting quotes, vendor management, issuing purchase orders, receiving goods/services, and coordinating with Store & Finance to complete the P2P cycle.
ERP Management
- Ensure all ERP entries are complete, compliant, and audit-ready.
- Track requisition and PO status to ensure timely delivery of services.
4. Administrative Support & Reporting
- Systematically archive documents on SharePoint with proper naming conventions.
- Ensure documents are accessible for collaboration and audit readiness.
- Prepare and submit monthly administrative accomplishments and status reports.
- Perform other duties assigned by the Supervisor.
🎓 About You — Qualification, Skills & Experience
Education
- Bachelor’s Degree in Business Administration, Management, Logistics, or a related field.
Experience
- Minimum 5+ years of progressive experience in administration, logistics, or coordination roles.
- Experience in fixed asset management and office administration in a corporate environment is highly preferred.
- ERP system experience (e.g., Microsoft Dynamics) is an added advantage.
Technical Skills
- Excellent proficiency in MS Office (Word, Excel, PowerPoint).
- Experience with SharePoint or similar document management systems.
- Strong understanding of ERP administrative modules.
Core Competencies
- High attention to detail and accuracy
- Strong organizational and time-management skills
- Analytical and problem-solving abilities
- Excellent communication skills
- Ability to manage multiple tasks and prioritize effectively
- Vendor management and relationship-building
- Adaptability, flexibility, and customer service mindset
🌟 Required Skills
- Analytical Skills
- Decision-Making
- Communication
- Attention to Detail
- Problem Solving
📨 How to Apply
Interested and qualified candidates should submit:
- A cover letter outlining motivation and relevant experience
- A detailed CV (maximum 3 pages)
📧 Email your application to: hr@kifiya.com
📌 Subject line: Admin Operations Associate
🔔 Only shortlisted candidates will be contacted.