Office Assistant

Job Title: Office Assistant Location: Addis Ababa Employment Type: Contract, Full-time Duration: 6 months (with possibility of extension) About AWPSI The African Women’s Peace and Security Institute (AWPSI) has been registered and accorded legal personality with registry Number 6906 on 07 June 2023, as a local organization in accordance with the Civil Society Organizations Proclamation No.1113/2019. The Institute’s primary commitment is to establish women-centered mediation training programs based on best practices in coordination with key stakeholders. AWPSI envisions a peaceful and secure Africa where women play a pivotal role in conflict prevention, early warning, mediation, and peacebuilding processes, as well as in post-conflict recovery. Job Summary Under the supervision of the Finance and Administration Officer, the Office Assistant will provide administrative, clerical, and logistical support to ensure the smooth and efficient functioning of AWPSI’s office operations. The Office Assistant will also support documentation management, office organization, and basic logistical arrangements for meetings, trainings, and events. Main Duties and Responsibilities 1. Office Administration The Office Assistant will support the day-to-day administrative functions of the office. Key responsibilities include: Receiving visitors and directing them to the appropriate office or staff member. Managing incoming and outgoing correspondence and documents. Assisting in maintaining organized filing systems for office records and documents. Supporting general office organization and ensuring the office environment is well maintained. 2. Documentation and Filing Assist in organizing, filing, and maintaining office documents both in physical and digital formats. Ensure proper archiving of administrative and program-related documents. Support staff in retrieving documents when needed. 3. Logistical and Event Support Assist in organizing meetings, workshops, and training sessions. Support logistical arrangements such as preparing meeting rooms, distributing materials, and coordinating refreshments. Assist in preparing attendance sheets, documentation, and meeting minutes when required. 4. Office Supplies and Equipment Management Monitor office supplies and inform the administration when replenishment is required. Assist in procurement and distribution of office supplies. Ensure proper use and basic maintenance of office equipment such as printers, photocopiers, and other office materials. 5. Administrative Support Assist staff with photocopying, scanning, printing, and binding documents. Support preparation of letters, reports, and other administrative documents. Assist in basic data entry and record keeping when needed. 6. Messenger and Coordination Duties Support the delivery and collection of documents when required. Assist in coordinating communication between AWPSI and partner institutions when assigned 7. Values and Ethics The candidate should demonstrate integrity, punctuality, accountability, and a strong sense of responsibility. He/she should be respectful, cooperative, and committed to upholding AWPSI’s values and ethical standards. The candidate should also be a good team player and willing to support staff as needed.