Administrative Assistant

Recruitment Announcement for Project Administrative Assistant for the KOICA Project in EthiopiaA. OverviewKOICA Project – Ethiopian National Quality Management Capacity Enhancement Project for Agricultural and Processed Agricultural Product Competitiveness ImprovementOrganization: Korea Testing Certification Institute (KTC)Duty Station: Addis Ababa, Ethiopia (based on MoTRI, EMI, IES, EAS, ECAE)Contract Period: one (1) year, renewable based on satisfactory performance and project needsExpected Start Date: As soon as possibleB. Position: Administrative AssistantThe objective of this assignment is to provide comprehensive administrative, logistical, and operational support for the successful implementation of the KOICA-funded project.C. Scope of Tasks (Job description)

1. Office Administration

• Provide day-to-day administrative support for the Project Implementation Unit (PIU).
• Receive, register, and distribute incoming and outgoing correspondence.
• Maintain project calendars and administrative records.

Meeting and Workshop Coordination

• Coordinate meetings, workshops, training programs, and official events.
• Prepare meeting agendas and supporting documents.
• Arrange meeting venues and equipment.
• Record and distribute meeting minutes.

Procurement and Asset Administration

• Provide administrative support during procurement processes.
• Maintain procurement documentation and filing systems.
• Assist in tracking delivery schedules.
• Maintain inventories of project equipment and office assets.
• Support the distribution and recording of project equipment.

Equipment Importation and Delivery Support

• Assist in coordinating the importation of laboratory equipment and related materials.
• Liaise with freight forwarders, customs brokers, and relevant government authorities.
• All administrative tasks related to customs clearance
• All administrative tasks from the customs clearance of the equipment to its transportation to the installation site.
• Monitor shipment schedules and delivery status.
• Prepare and organize shipping and customs clearance documents.
• Support delivery of equipment to beneficiary institutions.

Documentation and Reporting

• Prepare official letters, correspondence, and administrative documents.
• Support preparation and formatting of project reports.
• Maintain project archives and document management systems.
• Organize electronic databases and project records.
• Assist in preparing supporting documents for KOICA reporting requirements.

Financial and Administrative Support

• Assist in processing administrative documentation related to project activities.
• Support preparation of workshop and mission documentation.
• Maintain records of travel, logistics, and operational expenses.
• Assist in verifying supporting documents for project expenditures.
• Coordinate administrative requirements with finance personnel.

Stakeholder Coordination

• Maintain communication with partner institutions regarding administrative matters.
• Coordinate logistical requirements with MoTRI, EMI, IES, EAS, ECAE, and other stakeholders.
• Assist Korean experts during official meetings and missions.
• Maintain updated contact databases.

Translation and Interpretation Support

• Provide English-Amharic interpretation during meetings when required.
• Translate administrative documents and official correspondence.
• Facilitate communication during workshops and technical consultations.

Other Responsibilities

• Support KOICA monitoring missions and external evaluations.
• Assist with annual audits and project reviews.
• Perform other administrative duties assigned by the Project Manager and Project Coordinator.