Executive – Administration

 Position Title: Executive – Administration 

Level: P5/ P6 (Executive/Senior Officer/Officer/ Trainee Equivalent Grade)  

Reporting to: Regional Manager – Administration  

Geographical Location: Varies depending on the region  

Job Overview  

Proactively manage general administration activities and maintain records of day-to-day operations and undertake responsibilities for sourcing, procurement, maintenance, and invoice processing of office supplies, facilities, and amenities. 

Duties & Responsibilities  

Job Description Administrative Operations & Cost Control  

• Manage daily administration, optimizing expenses for maintenance, utilities, communication, hospitality, and office supplies.  

• Oversee office infrastructure maintenance, fixtures, and equipment, representing administration during audits.  

• Supervise communication systems, including video conferencing, landlines, mobiles, and digital infrastructure. 

Procurement & Financial Management  

• Implement and ensure compliance with contracts negotiated with service providers. 

• Procure and manage stationery, food, corporate gifts, and other business supplies.  

• Maintain expense records, process invoices, and manage claims and recoveries. 

• Process material management payments through SAP, ensuring compliance with VFAR and purchase policies.  

• Manage petty cash, prepare vouchers, and handle payments for cellular services, entertainment, and vendors. 

Facility Management & Compliance  

• Coordinate with employees, vendors, and contractors for office procurement, repairs, and maintenance.  

• Maintain financial reports, audits, and office operations documentation.  

• Ensure ISO 14001 compliance for environmental sustainability, managing power, cooling systems, and amenities. 

• Adhere to VFS Administration SOPs, Global Information Security Policies, and Code of Conduct. 

• Ensure license and certification compliance, renewing vendor contracts on time. 

• Manage maintenance contract renewals and vendor relationships.  

• Oversee premises handover and takeover at lease expiry, ensuring clearance certificates.  

• Address inquiries and provide troubleshooting support to ensure customer satisfaction. 

Sustainability: 

• Promote judicious use of natural resources 

• Adhere to the organization’s environment, health, and safety policies, objectives, and guidelines. Anti-Bribery Management Systems (ABMS)  

• Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual. a. Understanding of ethical standards and the importance of integrity in business practices. 

Job Requirements

Education  

• Graduate or global equivalent degree Experience  

• 2 – 6 years of relevant experience. 

Critical Competencies  

Behavioral Competencies  

• Communication (L1) 

• Teamwork & Collaboration (L1) 

• Diversity, Equity, and Inclusion Orientation (L1) 

• Quality & Service Orientation (L1) 

• Delivering Results (L1) 

Functional Competencies  

• Liaising (L1) 

• House Keeping (L1) 

• Stationary Management (L1) 

• Procurement (L1) 

Salary: Attractive 

How To Apply

Those who are qualified can attach only Application Letter & CV through info@jobsinethiopia.net  

Clearly marking the Job Title “Executive - Administration” 

Qualified Professionals are invited to apply within 7 days after advertisement.  

Only short listed candidates will be contacted.) 

Equal employment declaration 

VFS Global is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We do not discriminate against any employee or applicant for employment based on race, colour, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, marital status, citizenship, veteran status, or any other characteristic protected by applicable laws. 

This policy applies to all aspects of employment, including recruitment, hiring, training, promotion, compensation, benefits, and termination. Employment decisions are based solely on qualifications, merit, and business needs. 

We are dedicated to creating an environment where all individuals feel respected, valued, and empowered to contribute to our success.