Executive Assistant – CARE Ethiopia

Admin, Secretarial and Clerical

CARE Ethiopia

CARE Ethiopia

CARE started working in Ethiopia in 1984 in response to severe drought and famine that devastated the population and claimed the lives of nearly one million people. Since then, the organization’s activities have expanded to address the root causes of poverty and vulnerability.

In 2008, CARE Ethiopia’s office moved from a project-based approach to a more focused and strategic program-based approach. Over the eight years since that transition, CARE Ethiopia has implemented a series of programs with successful outcomes, while simultaneously impacting the policies and practices of government, serving as a thought leader amongst NGOs, and bringing transformative change to rural communities. These broader and deeper impacts go beyond the direct impacts of its programs and are a result of CARE Ethiopia’s overall country strategy, which enables CARE to design for scale.

CARE Ethiopia works in various sectors but has particularly targeted the following:

·         Food Security and Resilience

·         WASH         

·         Nutrition

·         Sexual and Reproductive Health and

·         Emergency Response as cross-cutting (focusing on the above sectors).

I.  Job Summary

The purpose of the Executive Assistant position is to provide executive support in a one-on-one working relationship with the Country Director and other Executive Team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Country Director. The Executive Assistant also serves as a liaison to the country office with CARE USA, Regional Management Unit, CARE Member Programs (CMPs) and other regional and international CARE International Offices. She is also required to provide the day to day administrative supports to the Executive Team (Directors). 

II. Responsibilities

Job Responsibility # 1: Executive Support (35%)

• Manages an exceptionally active calendar of appointments and schedules for the CD and PD.
• Works closely and effectively with the CD and PD to keep him/her well informed of upcoming events, commitments and responsibilities, following up appropriately.
• Plans, coordinates and ensures the Country Director’s (CD) schedule is followed and respected. Provides « gatekeeper » and « gateway » role, creating conducive situations for direct access to the CD’s time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Completes critical aspects of deliverables with a hands-on approach, including drafting emails, preparing letters, personal correspondence, and other tasks that facilitate the CD’s ability to effectively lead the country office.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
• Participates as an assistant member of the CD and other Executive Team including assisting in scheduling meetings and attending meetings
• Ensures that the CD’s bio data is kept updated and responds to requests for materials regarding the CD and the organization in general

Job Responsibility # 2: Internal and External Representation (20%)

• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CD, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CD’s style and organization policy.
• Serves as the CD’s administrative liaison with CARE USA, Regional Management Unit, CARE Member Countries (CMPs), government partners, and other stakeholders.
• Communicates directly, and on behalf of the CD, with partners, donors, staffs, and others, on matters related to CD’s programmatic initiatives, events, etc.
• Provides a bridge for smooth communication between the CD’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management and other country office staffs.
• Facilitates cross-divisional coordination of travel and outreach plans.

Job Responsibility # 3: Administrative Supports (35%)

• Completes a broad variety of administrative tasks for the Country Director (CD) & other Executive Team (Directors). These includes: completing expense reports; completing PAR; composing and preparing correspondence (including those sometimes confidential); arranging detailed travel plans (both local and international), itineraries, and agendas; compiling documents for travel-related meetings; designing and producing complex documents, reports, and presentations.
• Manages information systems and filing operations of the CD Office (including hardware, software, desktop support, internal telecommunications, and strategic systems development and improvements). Manage information flow and documentation in a timely and accurate manner.
• Pro-actively and regularly updates database for donor, peer organizations, government partners, and other stakeholders
• Leads or organizes hospitality events on behalf of the CD and PD
• Follows up on contacts made by the CD and supports the ongoing contract administrations
• Translates correspondence between English and Amharic (other local languages) as required.
• Maintains leave records of Directors; assists same with leave requests and approvals.
• Provides other secretarial services (printing, copying, binding, scanning, etc.)

Job Responsibility # 4: Others (10%)

• Participates in regular meetings of the admin assistant pool led by the Office admin coordinator in an effort to improve processes and efficiencies.
• Carry out other duties as required by the CD

Qualifications  

Required:

• B.A. in Administration, Management or equivalent combination of education and work experience.
• 3 years of relevant experience with the first degree.
• 2 years of relevant experience plus post graduate degree.   
• Excellent customer service skills
• Strong English language skills (written and spoken)  

Desired:

• Computer skills in Power Point, Word, Excel, etc.
• Problem Solving
• Proactive, resourceful, capable of multi-tasking and showing initiative
• Excellent communication and presentation skills
• Well organized and able to work independently
• NGO experience
• Knowledge of PEOPLESOFT software.

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