Executive Assistance | Addis Ababa

Internal / External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to hire employees in the following vacant of Executive Assistance 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 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and 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.

Details of the vacant position

Job Title:- Executive Assistance

• Work Unit :- DSG, For Branch Operation and Localization
• Reports to:- DSG, For Branch Operation and Localization
• Terms of employment: -For one-year contract
• Place of Work: – Addis Ababa
• Salary:- 21,856.00

Job Summary

Under the direction and supervision of the Deputy Secretary General, the Executive Assistant organizes the Office of the Deputy Secretary General, assists the Deputy Secretary General Sector 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 Deputy Secretary General Program Sector and presents same on time as instructed; prepare reports of the DSG Program Sector offices; 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 Deputy Secretary General Sector and assists the Deputy Secretary General Sector with organizing meetings and handling the overall affairs of the Office;
• Handles routine administrative matters of the Deputy Secretary General Office; Communicates work instructions, feedbacks and directives given by the Deputy Secretary General Programs to work units and individuals and follows up their status;
• Carries out reception duties of the Deputy Secretary General Program Office hospitably and courteously; Makes appointments with internal and external customers on behalf of the Deputy Secretary General 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 Deputy Secretary General;
• Summarizes reports directed to the Deputy Secretary General 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 Deputy Secretary General 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 Deputy Secretary General Office; Organizes documents of the Deputy Secretary General Office and keeps on file for easy reference;
• Organizes, arranges and schedules regular and extraordinary meetings and discussions to be held with the Deputy Secretary General 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 Deputy Secretary General is properly furnished, arranged and kept clean;

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 2/3 years in executive assistance position.