Office Assistant

Organizational Description:

Ethiopian Midwives Association (EMwA) is a legally registered, autonomous, and not-for-profit professional association established in 1992 and re-registered under the new civil society proclamation. Ethiopian Midwives Association (EMwA) operates in all regions of Ethiopia by using and works for the quality of midwifery education and care. EMwA has been a member of the International Confederation of Midwives(ICM)since1993.

The primary goal of EMwA is to contribute towards the reduction of maternal and child mortality and morbidity in Ethiopia, which are the Sustainable Development Goals (SDGs) global initiatives. The vision of the association is to see every woman, newborn, and their family have access to standard midwifery care. The mission of the association is to promote and enhance the expansion, performance and status of midwifery profession through adapting quality and evidence based practices; adhering to the code of ethics and conduct empowering the professionals.

Position summary:

Under the supervision of the Executive Director and following the EMwA’s policies and procedures, the Secretary Cashier  Human Resources Management  is responsible for the execution of all administrative matters and cash management. S/he receives and handles visitors, provide appropriate information to enquiries and arranges appointment and meetings as appropriate. S/he also arranges & facilitate venues and logistics required for meetings and workshops. She /he also handles Human Resource maters & administrative maters.

Major Duties & Responsibilities

ü Plan & organize the clerical activities carry out administrative functions.,
ü Receive and handle visitors, provide appropriate information to enquiries and arranges appointment and meetings or organize workshops as appropriate,
ü Arrange & facilitate venues and logistics required for meetings, other meetings and trainings & workshops organized by the association.
ü Arranges necessary facilities for meetings to take place at the office,
ü Handle communications including answering and making calls, type and compose letters, memos,register and distribute incoming /outgoing correspondences, keeps complete & update
important contacts,
ü Collect, respond and dispatch mails from and to post office and emails timely and appropriately,
ü Ensure proper management & safe custody of both soft & hard copy of important and confidential documents,
ü Receives letters, memos, messages and telephone calls and transfer to the respective Ensure  the office neat and clean at all times;
ü Maintains proper records of all incoming and outgoing letters and documents /files,
ü Drafts and writes letters and memos and gives replies to general queries as instructed,
ü Follows up pending items of the office and informs the situation of the matter,
ü Prepares requests for purchase of stationary and representation for guests of EMwA .
ü Responsible for keeping office documents, such as Minutes, and Agreements.
ü Maintains a petty cash that operates on a revolving fund system and effects payments for minor expenses;
ü Perform other duties assigned to him /her by the immediate supervisor.

• Provide assistance to the HR Department amd other  human resource related tasks. This includes posting job, screening resumes, Coordinating interviews and supporting employee on boarding and  training initiatives.
• Assist with various HR administrative duties to ensure smooth operations within the department.
• Assist  the executive Director and Deputy Executive Director with arranging, Scheduling  and coordinating Meetings.

Job Requirements (Must Criteria)

A. Education:

• BA/Diploma in office management , business management, administrative Secretary , administrative service management and technology system.

Experience:

• 3/5years of relevant experience on similar /related position. Experience in I/NGO
  environment and/or working in donor-based projects are advantageous.

B. Additional Training:

• Computer Training Certificate
• Customer handling training Certificate is an added value

C. Competencies/ Personal attributes

• Ability to maintain confidentiality and foster trust and respect.
• Self-motivated and highly organized, detail oriented
• Flexible and able to work well under pressure and prioritizing ability.
• Exhibit a desire to support a large number of people
• Strong team player
• Good facilitation skills
• Good cash management skill

D. Technical skills

• Strong MS office and the ability to use new technology
• Knowledge of petty cash management

E . Languages

• Fluency in spoken and written English and Amharic

Desired Criteria (An Asset)

• Experience in I/NGO environment is advantageous: