Education: Bachelor’s degree in Business Administration, Management, Human Resource Management, or related field (Master’s degree preferred).

Organization Overview
AIDS Healthcare Foundation (AHF) is a global non-profit organization providing cutting-edge medicine and advocacy to over 2.7 million patients in 50 countries, including 15 in Africa. Headquartered in Los Angeles, California, USA, AHF has been delivering comprehensive HIV/AIDS care since 1987 and continues to expand its programs globally.

AHF-Ethiopia supports 28 high-load public health facilities, one NGO, and one AHF-owned clinic, serving over 93,000 clients across Addis Ababa, Oromia, Amhara, Sidama, and Tigray regions. Additionally, AHF provides free HIV testing and counseling to more than 100,000 individuals annually.

Position Summary
The Administrator ensures effective office administration, staff support, and proper management of organizational assets and inventory. The role supports smooth day-to-day operations by coordinating administrative services, maintaining a functional work environment, and assisting with HR and finance-related administrative processes.

The Administrator will work closely with the Operations Officer to ensure seamless back-office support and promote organizational efficiency.

Key Responsibilities

1. Office Administration and Coordination

• Oversee daily administrative operations and ensure a well-maintained working environment.
• Provide administrative support across departments and ensure timely communication.
• Support the Finance & Administration Manager with personnel administration tasks, including attendance tracking and staff file maintenance.
• Maintain accurate office documentation, correspondence, and filing systems (electronic and physical).
• Coordinate meetings, training sessions, and staff welfare activities.
• Ensure compliance with AHF administrative and HR policies and procedures.

2. Human Resource Administrative Support

• Assist in recruitment logistics, onboarding, and maintaining staff files.
• Track and manage leave records and ensure accurate reporting to HR.
• Support HR report preparation and performance appraisal documentation.
• Facilitate internal staff communication and welfare initiatives.
• Maintain confidentiality and integrity in handling employee records.

3. Office Property and Facilities Management

• Ensure office premises, furniture, and equipment are functional and properly maintained.
• Coordinate routine repairs, maintenance requests, and service provider visits.
• Manage contracts for security, cleaning, maintenance, and utilities.
• Track and maintain office asset register in collaboration with the Operations Officer.
• Assist with insurance documentation and asset verification exercises.

4. Office Inventory and Supplies

• Manage office supplies and consumables, ensuring adequate stock and timely replenishment.
• Maintain inventory records and perform monthly reconciliations.
• Prepare and submit monthly inventory reports and ensure proper documentation of all movements.
• Promote cost efficiency and accountability in office materials usage.

5. Financial and Bookkeeping Support

• Act as petty cash custodian, maintaining accurate records and timely replenishment.
• Process payments for utilities, rent, and service provider invoices in compliance with financial procedures.
• Maintain administrative and financial support documentation for audit readiness.
• Support administrative budget preparation and monitor variances.

6. Office Safety and Security

• Support enforcement of safety, health, and security measures.
• Liaise with security and cleaning service providers to maintain office order and hygiene.
• Report any incidents or risks promptly to the Finance & Administration Manager.

7. Other Duties

• Perform any other tasks assigned by the Finance & Administration Manager to support effective administration and HR functions.

Required Education and Experience

• Bachelor’s degree in Business Administration, Management, Human Resource Management, or related field (Master’s degree preferred).
• Minimum five years of experience in office administration, HR, or administrative finance roles.
• Experience in an international NGO, preferably in HIV/AIDS, healthcare delivery, or related fields.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and basic accounting software.
• Strong command of English and Amharic, both written and spoken.
• Effective time management, organization, and interpersonal skills.

Desired Skills

• Logistics management
• Recruitment and selection support
• Filing, documentation, and inventory management
• Communication and teamwork

How to Apply
Interested candidates should submit the following to Globalhr.Africa@ahf.org

• Cover letter of interest
• Updated CV
• Academic documents and relevant credentials (preferably in one PDF)

Important Notes:

• Write the position title in the subject line of the email.
• Only shortlisted candidates will be contacted. Phone inquiries or in-person visits regarding results are prohibited.
• Applications must be submitted within seven (07) days of the job posting.