Executive Admin Officer

Job Description

The Executive Admin Officer serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Country and Deputy Country Directors. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Admin Officer will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Specifically, the position is responsible for providing assistance to the CD/DCD, providing general office management, and meeting and event coordination.

Specific Responsibilities

Supporting Admin process

Provides comprehensive support services to the CD/DCD that ensures a professional, responsive and effective experience with the organization as a whole.
Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
Managing correspondences with internal and external partners for the organization
Maintains an updated list of internal and external meetings relevant to CD/DCD and in liaison with other units maintains the list of who leads on and attends which meeting, and who is their substitute in case of absence
Administrative support to CD/DCD

Provides executive administrative support
Takes minutes of meetings, files and circulates them
Makes travel arrangements, arranges expenses and similar
Keeps the diary and arranges appointments
Briefs on the schedule for the day/week and prepares relevant papers and materials
Arranges meetings and ensures that relevant people to attend
Ensures that papers and materials are prepared and distributed for meetings
Does filing, maintains a central filing system and resource centre, both electronic and hard copy
Maintains and disseminates a central calendar of meetings and events for Strategic Development Unit
Ensures that all meetings attended, both internal and external, are documented, and that summaries are filed in the central filing system
Develops and maintains updated and accurate contact lists for CD/DCD and for all programme-related activities
Prints and files documents which come by email but which are needed in hard copy for permanent record
Ensures that petty cash disbursements, stationery, supplies and similar are done for CD/DCD
Receives and registers all incoming correspondence, sorts it out and distributes it to the appropriate offices
Receives visitors and arranges appointments as required
Provides high standard and efficient support in all aspects of the team’s administrative needs.
Compiles hard copies of key materials, arranges displays and ensures availability of copies for visitors and partners.
Co-ordinates and supports workshops, trainings and meetings with particular support to organising logistical issues such as venue, participants list, invites and other arrangements.
Ensures all appropriate documents, such as strategies, work plans etc, are in place for each team and accessible to colleagues from across the organisation.
Supports in preparing and managing transport arrangements and related logistical arrangements for visitors or events.
High level Event Coordination

Organizing events, receptions and high-level visits, both technically and logistically. Managing invitations and contact database
Completes a broad variety of administrative tasks for international visitors including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, visas and agendas; and compiling documents for travel-related meetings.
General

Maintains punctual, regular and predictable attendance.
Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, visitors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
Maintains workflow under pressure and in a fast-paced, high-profile work environment.
Respectfully takes direction from CD/DCD.
Job Requirements

Person Specification

______________________________________________________________________________

1) Required Qualification:

Bachelor’s degree in Office Management, Business Administration, Management,
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
2) Experience

At least 5 to 7 years professional experience in an executive assistant role preferred, preferably in a non-profit organization
Experience and interest in internal and external communications, and partnership development
· Verbal and written communication skills are paramount both within and outside the organization.

3) Required Skills, Attitudes and Attributes

Accountability:

Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Marie Stopes International values
Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved
Ambition:

Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
Widely shares their personal vision for Marie Stopes International Ethiopia, engages and motivates others
Future orientated, thinks strategically
Collaboration:

Builds and maintains effective relationships, with team, colleagues, members and external partners and supporters
Values diversity, sees it as a source of competitive strength
Approachable, good listener, easy to talk to

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule forums.
Number of Position: One /1/

Duty Station: MSIE- Support Office, Addis Ababa

Salary: As per MSIE Salary Scale

Closing date: Apr 10, 2016

Your rating: none

Rating: 0 – 0 votes

How to Apply

Interested and qualified applicants should mail only their Motivation letter and CV, within Ten (10) days from the date of this announcement to:

 Human Resources, MSI-Ethiopia

Through the following e-mail address: HumanResource@mariestopes.org.et  ONLY SHORT LISTED CANDIDATES WILL BE CONTACTED

Please mention the Title of the position you applied for on the subject line of your email, CANDIDATES WHO DO NOT FOLLOW THE INSTRUCTION WILL NOT BE CONSIDERED.

Job Categories: Admin, Secretarial and Clerical Jobs. Job Types: Full-Time. Job expires in 30 days.

46 total views, 46 today