Immediate Supervisor: Executive Director

Organization: Mujujuguwa Local Women Development Association (MLWDA)

Duty Station: Addis Ababa

Employment Type: Full-Time

Job Summary

The Senior IT and Administration Officer is responsible for ensuring the efficient management of the organization's information technology systems and administrative functions. The position provides strategic and operational support in ICT infrastructure, information security, office administration, asset management, procurement coordination, logistics, and facility management to ensure uninterrupted organizational operations.

The role also supports digital transformation initiatives, strengthens organizational information systems, maintains data security, and ensures that administrative services comply with organizational policies, donor requirements, and national regulations.

Key Responsibilities & Duties

A. Information Technology Management

• Develop, implement, and maintain the organization's ICT strategy and systems.

• Manage the organization's network infrastructure, internet connectivity, servers, computers, and communication systems.

• Install, configure, and maintain hardware, software, printers, scanners, and other ICT equipment.

• Provide timely technical support to staff and troubleshoot ICT-related issues.

• Ensure regular system maintenance, updates, and software licensing compliance.

• Develop and implement ICT policies, procedures, and user guidelines.

• Maintain secure data backup systems and disaster recovery plans.

• Monitor cybersecurity risks and implement appropriate security measures.

• Support digital data collection platforms and Management Information Systems (MIS).

• Manage organizational email systems, cloud storage, and collaboration platforms.

B. Administration and Office Management

• Coordinate day-to-day administrative operations of the organization.

• Ensure effective office management and efficient use of organizational resources.

• Supervise office support staff including receptionists, cleaners, guards, and drivers where applicable.

• Ensure adequate office supplies and equipment are available at all times.

• Manage office maintenance and coordinate repairs when necessary.

• Oversee filing systems for both electronic and physical records.

• Ensure proper documentation and archiving of organizational records.

C. Asset and Inventory Management

• Maintain an updated inventory of organizational assets.

• Ensure proper tagging, tracking, and safeguarding of all organizational assets.

• Conduct periodic physical asset verification.

• Coordinate asset disposal according to organizational policies.

• Prepare regular asset inventory reports.

D. Procurement and Logistics Support

• Coordinate procurement processes in accordance with MLWDA procurement policies and donor regulations.

• Prepare procurement plans in collaboration with program and finance teams.

• Support supplier identification, quotation analysis, and contract administration.

• Coordinate logistics for meetings, workshops, trainings, and field activities.

• Monitor supplier performance and maintain vendor databases.

E. Fleet and Facility Management

• Supervise vehicle utilization and maintenance schedules.

• Monitor fuel consumption and vehicle logbooks.

• Ensure organizational facilities are safe, secure, and functional.

• Coordinate office security and occupational health and safety measures.

F. Information Management and Data Protection

• Ensure confidentiality, integrity, and availability of organizational information.

• Develop and maintain electronic document management systems.

• Ensure compliance with data protection and information security standards.

• Train staff on ICT security and responsible use of organizational systems.

G. Compliance and Risk Management

• Ensure administrative and ICT operations comply with donor regulations and organizational policies.
• Support internal and external audits by providing required administrative documentation.
• Identify operational risks and recommend mitigation measures.
• Ensure business continuity planning for ICT and administrative functions.

H. Capacity Building

• Train staff on the effective use of organizational ICT systems.
• Orient new staff on ICT resources and administrative procedures.
• Promote continuous improvement through technology and innovation.

I. Reporting

• Prepare monthly ICT and administrative reports.
• Monitor administrative performance indicators.
• Prepare periodic asset and inventory reports.
• Support donor reporting requirements related to logistics and administration.

J. Other Duties

• Perform any other duties assigned by the Executive Director.