Executive Assistant / Secretory

Internal / External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to hire employees in the following vacant positions the details of which are mentioned bellow.

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 12 Regional Offices, 34 Zonal Branches and 131 District/Woreda Branches, 599 Woreda Red Cross Committee and 5871 Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Job Summary

Under the direction and supervision of the DRM Director, the Executive Assistant/Secretory/ organizes the Office of the DRM Director, assists the DRM Department with organizing meetings and handling the overall affairs of the Office; handles routine administrative matters; types manuscripts and documents as needed, proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials; summarizes reports directed to the DRM Department and presents same on time as instructed; prepare reports of the DRM ; share and receive messages with and from; deals with inquiries, answers and makes telephone calls of the Office; receives, sorts and routes incoming mails, faxes, e-mails and other messages; carries out reception duties of the Office.

Key Performance Areas

• Organizes the Office of the DRM and assists the DRM Sector with organizing meetings and handling the overall affairs of the Office; Handles routine administrative matters of the DRM Department ;
• Communicates work instructions, feedbacks and directives given by the DRM Department to work units and individuals and follows up their status; Carries out reception duties of the DRM Department hospitably and courteously;
• Makes appointments with internal and external customers on behalf of the DRM Department Director and reminds him/her when they are due;
• Transcribes audiovisual materials; types manuscripts and documents as needed, proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials and compiles reports as instructed by the DRM Department Director;
• Summarizes reports directed to the DRM Department and presents same on time as instructed;
• Deals with inquiries and answers and makes telephone calls of the Office; answers and directs telephone calls to the DRM Department Director and takes messages to communicate to intended receivers;
• Receives, sorts and routes incoming mails, faxes, e-mails and other messages; Keeps a logbook and track of incoming and outgoing letters and correspondences of the Office;
• Classifies and codifies documents for proper filing and keeps same safely and in proper order; ensures the confidentiality of the same when so required;
• Operates and cares for faxing, word processing, printing, reproducing, computing and other pieces of equipment of the DRM Department ;
• Organizes documents of the DRM Department and keeps on file for easy reference;
• Organizes, arranges and schedules regular and extraordinary meetings and discussions to be held with the DRM Department and different stakeholders of the Society; takes minutes of meetings and gets same duly signed by participants;
• Requests office supplies, hands out to users and ensures proper use of the same;
• Ensures that the Office of the DRM Department is properly furnished, arranged and kept clean;
• Work Unit: Disaster Risk Management Department

Reports to: DRM department, Director

Terms of employment: Contract for one year.

Place of Work: Addis Ababa

Salary: As per organization salary scale

Qualification Requirements:

• Second/First Degree in Management/ Management Information System/Foreign Language/ Language/Office Management/ Secretarial Science
• 4/6 years relevant work experience out of which 3/4 years in executive assistance position
• The position holder shall have fluency in English language writing, speaking and reading.