Executeve Assistant

Description of Duties and Responsibilities of the position holder:

Reception & Hospitality 

• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Resident Representative accordingly.  Also makes referrals to appropriate executive staff or provides requested information;

• Reads and screens incoming correspondences and reports; makes preliminary assessment of the importance of received documents, handles some matters personally and forwards appropriate materials to the Resident Representative.

Administrative 

• Coordinates activities for the Resident Representative;

• Prepares agenda and collects materials for meetings, speeches, and conferences and keeps records of proceedings as required; 

• Coordinates and facilitates the Resident Representative’s calendar to arrange appointments and meetings;

• Drafts letters, reports, memos, etc. for review and approval;

• Responsible for preparing, typing, printing, copying, compiling and dispatching documents;

• Develop online surveys upon request in consultation with the OfR and/or the PU;

• Ensure that the Office of the Representative is neat and in good order at all times.

• Assist Program & Finance staff in peak seasons when scanning, copying, mailing and making logistical arrangements are required.

Liaison 

• As liaison between the Resident Representative and other unit staff, transmit directives, instructions and assignments and follows up  an reports on status of assignments/instructions;

• Updates the Resident Representative on status of issues before scheduled meetings;

• Updates mailing lists 

• Initiate and ensure - with no or little supervision - the timely implementation and dispatching of routine and seasonal activities such as Christmas cards; circulars, Annual Reports and Feature Reports

Documentation/Archiving 

• Maintains impeccable filing system for correspondences and other records;

• Establishes and maintains filling and records management systems;

• Ensures that records are managed in country program according to established policies and procedures;

• Compiles and maintains important documents of the organization;

• Locate and extract information and materials from file.

Event Organizing 

• Regularly updates and posts/displays the LWF World Service Ethiopia Calendar of Events; 

• Arranges/organizes meetings/workshops in consultation with the Representative and/or the Program Coordinator albeit with minimum supervision.

• Prepare online Monkey surveys to collect feedback on the event in collaboration with unit hosting the event for continuous learning and improvement.

Travel

• Handle hotel reservations for travelers to and from the organization and handle all air travel reservation and plane ticket matters for business travels;

• Ensure that every visa requirement has been checked and guests advised prior to travel

• Ensure that all visitors to LWF have arrived safely in their hotels and that here has not been any travel hick ups while under our auspices until they depart safely from Ethiopia

• Ensure the settlement of these accounts in close collaboration with the Finance Unit;

• Handle visa and travel permit arrangements and hotel reservations for visitors;

• Ensure that for every visitor receives the security manual, LWF guide, Updated project Visitors’ briefs (projects), and latest security briefing matrix and LWF Emergency Contact Numbers by email prior to arrival in close consultation with the relevant unit. Always refer to the LWF Visitors Check list.

Communications

• Facilitate communications with Geneva Office, Partner Offices and Government Offices;

• Update LWF World Service Ethiopia website Ethiopia.lutheranworld.org in consultation with the Office of Representative and the PU and the support of the IT Consultancy Firm. 

 Information Technology

• Liaise with the IT Consultancy firm that entered a contractual agreement with the organization and ensure that the required services are provided as per the contract;

• Ensure that all contracts with outsourced IT firms sign the confidentiality clause

• Provide ICT related support to staff;

• Recommend ways of improving working methods and efficiency;

• Follow all procedures set out in the LWF Ethiopia Staff Rules, Collective Agreement and other operational manuals;

• Perform such other duties as may be assigned to her by the Resident Representative or her designate.

Qualification and Work Experience

• A graduate degree in English, Business Administration, Law, Public Administration, Management, Social Studies, or a related field from a recognized university.

• A minimum of 2-4 years of relevant experience in executive or administrative support roles.

Additional Job Requirements

• Being able to exercise high level of confidentiality is a requirement for this position.

• Excellent written and spoken English is required. 

• Open minded for strong knowledge and skills in computer application programs

• Open minded for ability to work independently

• Good interpersonal skills and ability to work successfully in a team environment

• Ability to work under pressure

• Good diplomatic and negotiation skills

• Disciplined and able to work and arrive at decisions autonomously and with minimal guidance.

How To Apply

Interested candidates who meet the above requirement can send ONLY a detailed CV and application letter through ethiojobs.  

Women are encouraged to apply and only short-listed applicants will be contacted.