Secretary | Addis Ababa

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) since 1993.

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 Senior Finance Office and following the EMwA’s policies and procedures, the Secretary and Cashier is responsible for the execution of all administrative matters and cash management of the Chapters. The job incumbent is responsible for efficient and satisfactory provision of all secretarial services of the chapter and handles all secretarial and clerical duties. S/he receives and handles visitors, provide appropriate information to enquiries and arranges appointment and meetings as appropriate. S/he also arrange & facilitate venues and logistics required for meetings and workshops organized by the Chapter.

Major Duties & Responsibilities

• Plan & organize the clerical activities of the chapter and carry out administrative functions as required,
• Receive and handle visitors, provide appropriate information to enquiries and arranges appointment and meetings or organize workshops as appropriate,
• Arrange & facilitate venues and logistics required for meetings, other regional meetings and trainings & workshops organized by the association /Chapter,
• Arranges necessary facilities for meetings to take place at the office,
• Handle communications including answering and making calls, type and compose letters, memos, register and distribute incoming /outgoing correspondences, keeps complete & update important contacts,
• Collect, respond and dispatch mails from and to post office and emails timely and appropriately,
• Ensure  proper management & safe custody  of both soft  & hard copy of important and  confidential  documents of the Chapter,
• Receives letters, memos, messages and telephone calls and transfer to the respective party,
• Keeps the office neat and clean at all times;
• Maintains proper records of all incoming and outgoing letters and documents /files,
• Welcome customers, provides first-hand information to general queries & direct them to chapter coordinators,
• Drafts and writes letters and memos and gives replies to general queries as instructed,
• Follows up pending items of the office and informs the situation of the matter,
• Prepares requests for purchase of stationary and representation for guests of EMwA –Chapter and distribute stationary materials accordingly.
• Responsible for keeping office documents, such as Minutes, and Agreements.
• Manage acquisition and retention of members and update members database at the Chapter,
• Collects Membership fees following the procedure of the association and deposit it timely to the association’s account as per the procedure stipulated,
• Maintains a petty cash that operates on a revolving fund system and effects payments for minor expenses;
• Perform other duties assigned to him /her by the immediate supervisor.
• Provide assistance to the HR department in recruitment and other human resource-related tasks. This includes posting job openings, 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.