Program Assistant (3 Positions)

Internal/ External Vacancy Announcement

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Program Assistant position who meet the following requirements.

Required number: Three

Reports to: Management Board

Duty station: NEBE Head Quarter, Addis Ababa

Duration: Permanent

Salary: As per the organization salary scale (Competitive)

Job Summary

Program Assistant is responsible to provide program and administrative support to ensure efficient operation of the Board Members; support Board Members related to office organization and management, communications, events organization, meeting management support etc and is responsible for confidential and time sensitive materials.

Duties and responsibilities

• Manage and maintain the Board Members’ calendar including scheduling appointments, internal/external meetings, and conference calls.
• Support in the coordination of the Board Members’ and the Departments’ teams travel itineraries, flights, hotel accommodation, rental car, and other travel needs.
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the Board Member and the team.
• Produce and distribute correspondence memos, letters, faxes and forms etc. to the respective offices and partners
• Secure appropriate signatures and track partnership and other program documents through the approval process on behalf of the Board Member and the Departments’ teams.
• Receive phone calls and guests visiting Board Members’ office and Departments’ Teams.
• Provide assistance and support to the Board Members on various issues such as new employee onboarding and introductions to the rest of the NEBE teams, The Board Member’s calendar planning and staff communication etc.
• Prepare agendas for meetings, briefing materials and presentations and write meeting minutes to support the Board Members and when required the Department teams.
• Coordinate with appropriate Departments to ensure the Board Members’ and Departments’ teams and their offices has sufficient supplies of stationaries, office materials etc.
• Assume responsibility for the completion of purchase requisitions for materials, supplies, equipment, repairs and other pertinent transmittals for the Office/ Board Members’ Office.
• Support the Board Members, when required the wider NEBE in the coordination of events, workshops, reviews, training, etc.
• Maintain up to date record keeping and filling system for the Board Members.
• Manage relevant appointments, respond to minor enquiries,
• Establish ways of working systems for efficient and effective handling of program and administrative support to the Board Members.
• Perform additional assignments as delegated by the Supervising Board Member.

Specification:

Education and Work Experience:

• BA or MA degree in Management, Public Administration, Secretarial Science and Office Management, Law, Political Science or related fields.
• 3 years and Bachelor | 0 years in Masters.
• Including strong experience in event management and travel

Knowledge:

• Proficiency in written and spoken English and Amharic is required.
• Computer literate.
• Knowledge of other local languages is advantageous.