Office Assistant

About ASDEPO:

Action for Social Development and Environmental Protection Organization (ASDEPO) is an Ethiopian indigenous, Civil Society Organization established in 2014. ASDEPO is mandated to operate in all regional states of the country and is engaged indifferent thematic program areas of intervention namely: Humanitarian Response, Education, Health, Women and Youth Economic Empowerment, Gender Based Violence and Child Protection, Migration/Human Trafficking, Water, Sanitation and Hygiene (WASH), NTDs Climate Change, Agriculture, Environmental Protection and Training in Gambella, Oromiya, Benishangul Gumuz, Afar and Somali Region.

KEY AREAS OF ACCOUNTABILITY:

• Provide administrative support to the ED, and all Directors reporting to the ED
• Support with various correspondence based on the orientation of the ED and Program Directors in the HQ; finalizing necessary documents in accordance with ASDEPO and departmental styles and check language, grammar and accuracy before submission for approval and signature;
• Organize the administrative preparation of internal and external meetings, including the preparation of letters of invitation, cost estimates and travel requests; assist in the preparation of documents; sending materials and liaising with participants and others involved;
• Analyse correspondence and requests received, highlight incoming documents and attach background information and identify areas requiring action by ED and other directors.
• Schedule meetings of management, according to schedules and needs; take minutes of meetings and follow up on issues requiring action to ensure prompt response to ASDEPO requests;
• Obtain information documents for meetings, seminars, workshops, etc. which Program directors take part in, verify their availability and ensure that they have the appropriate information files and documents;
• Ensure that technical reports and documents conform to ASDEPO standards, rules, practices, procedures and editing style and correct them as necessary prior to submission to the ED signature.
• Coordinate different appointments
• Prepare requests for official travel by Program Directors. Make airline and hotel reservations, prepare travel records and handle other related matters upon request;
• Manage all office activities including proper filing of documents.
• Receives office supplies and equipment and manages it properly.
• Perform other related duties as required or directed,

Career Level: Mid-Level (+ 8 years experience)

Employment Type: Contract

Required Number: 1

Required Qualifications

Education:

• BA degree in Management, Business Administration, Personnel Management, and related fields.

Experience:

• Minimum of eight (8) years of relevant experience. NGO experience is preferable

Skills:

• The incumbent maintains and updates proficiency in the use of modern office technology through of in-house courses, on-the-job training, or self-training. He/she keeps abreast of changes in procedures and practices, rules and regulations, organizational structure, in the department, to be able to brief others and explain procedures.

Use Of Language Skills:

• Expert knowledge of English is essential