Executive Assistant

19-July-2024

 About Action Against Hunger 

Action Against Hunger is an international, non-governmental humanitarian organization that takes decisive action against the causes and effects of hunger through implementing relief and development programs in different countries of the world.

Action Against Hunger was established in 1979 and has led the global fight against hunger for more than 40 years in over 50 countries, saving the lives of children and working with communities before and after disasters to enable people provide for themselves, see their children grow up strong and build prosperous communities. Working with communities in such humanitarian context, we recognize that our programs and operations put out teams in contact with children and vulnerable adults who may be particularly at risk of harm and abuse.

About the Country Program in Ethiopia

Action Against Hunger’s Ethiopia country office was established in 1985 in response to severe drought and subsequent famine, implementing relief and development projects in Tigray, Amhara and Oromia regions. Action against Hunger currently operates in six regions of Ethiopia (Amhara, Benishangul Gumuz, Gambella, Somali, Oromia and Tigray) and in Addis Ababa city administration responding to different crisis and building people’s resilience through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

With more than 8,900+staff in over 50 countries, last year, we helped 28 million children and their families across 55 countries. We have a country team of over 900 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2023/24 are BHA, ECHO, EU RESET, UNHCR, UNICEF, GAC, GFFO, BPRM, SIDA, EHF, FAO, WFP, CIAA, Dutch Government and others.

I. Summary of position 

Action Against Hunger in Ethiopia Country Office is looking for a dynamic, energetic, ambitious, and results-oriented Executive Assistant to be the Country Director office's first point of contact. The ideal candidate should have excellent communication skills, multitasking abilities, interest in humanitarian work, and professional appearance. This is a unique opportunity to gain valuable experience working with a senior manager at our capital office, providing administrative assistance and support. 

Purpose:

Enhance the Country Director’s effectiveness, streamline, operations, and contribute to overall organizational success. 

Engagement:

The Executive Assistant facilitates coordination between different departments, teams, and stakeholders. They ensure smooth communication and collaboration within the organization.

Delivery:

The Executive Assistant provides general admin support to the CD and senior Management Team (SMT) to ensure smooth operations and effectiveness of the CD office.

II. Essential Job Duties

The Executive Assistant is expected to execute and deliver the following activities: 

• Provide a broad range of support to the Country Director and to the Senior Management Team (SMT) on a day-to-day basis in a variety of tasks.

• Manage communications and achieve good rapport with all relevant ACF Ethiopia stakeholders. Arrange CD appointments with govt officials, donors; and other external partners as required.

• Ensure timely communication by filtering and prioritizing information.

• Plan, coordinate, and ensure the CD schedule is followed and respected.

• Organize SMT agenda, attend SMT meetings, write minutes of the SMT meetings, and provide logistical support when needed to the SMT meetings.

• Organize agendas and necessary papers and prepare minutes for meetings of the CD. Follow up when needed on the results of meetings for the CD and ensure that actions are implemented as per the meeting.

• Assist with arranging travel, transport, and accommodation for the CD and when needed for the SMT. 

• Helping to organize events and conferences. 

• Revise and ensure alignment of all documents before submission to the CD for signing, including agreements, contracts, MOU, timesheets, and any other documents. 

• Writing, compiling, and preparing reports, presentations, and correspondence as requested.

• Represent the Country Director at specific working groups.

• Researches, prioritizes and follows up on incoming issues and concerns addressed to the CD, including those of a sensitive and confidential nature. Determine the appropriate course of action, referral, and /or response.

• Perform any other duties as assigned by the CD

III. Supervisory Responsibilities

• N/A

IV. Gender Equality Commitments  

• Foster an environment that reinforces values of people of all genders equal access to information.

• Provide a work environment where people of all genders must be evaluated and promoted based on their skills and performance.

• Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.

• Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.

• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.

• Value and respect all cultures.

V. Physical Demands 

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with interruptions. 

• To travel to the field, the employee must attest to a level of physical fitness capable of enduring physically difficult, highly stressful situations which may include the necessity to walk long distances, to eat a limited diet and/or to reside in potentially uncomfortable housing or tents. 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

VI. Working Conditions, Travel and Environment 

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required by contact with the missions, mission security, or other obligations. 

• Must be able to travel as required for standard domestic and international business travel as well as to the missions if appropriate. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

VII. Required Qualifications 

• Graduate degree in English, Management, Law, Social Studies, or a similar field from a recognized university.
• At list 2-4 years of relevant work experience of Office Management for a Leader.
• Have excellent academic performance as demonstrated by recent university or institution records.
• Graduates with a strong personal interest in gender equality, diversity and human rights is highly desirable.

VIII. Required Skills & Experience

• Excellent organizational skills – you can manage your time well, are punctual and like to be well organized.
• Excellent written and spoken English is required together with Amharic. Additional languages desirable
• Ability to take initiative and prioritize multiple tasks as well as self-direct with minimum supervision.
• Excellent report writing and compiling skills.
• Genuine interest in, and commitment to humanitarian work.
• Able to respectfully and calmly work with other colleagues in a busy and changing work environment.
• Being able to exercise high level of confidentiality is a requirement for this position.

How To Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of nonreturnable CV, a Covering Letter with “Executive Assistant -Addis Ababa” written in the subject line, and three references, applicants to the following addresses:

Through www.ethiojobs.net 

Deadline: Sunday 28-July-2024

NB: Only shortlisted applicants will be communicated, and the selection process includes a 

technical test and an interview.

Action Against Hunger-USA provides all staff with an _attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment