Assistant to National Director – SOS Children’s Villages Ethiopia

Admin, Secretarial and Clerical, Management

SOS Children’s Villages Ethiopia

Who we are

SOS Children’s Villages Ethiopia is an International Non-governmental organization and a member of SOS Children’s Villages International Federation. We started our humanitarian work in Ethiopia with the opening of our first Village in Mekelle, Northern part of Ethiopia in 1974. Since then, we have expanded our programs to different regions where there are significant needs for intervention and where we believe we can work in partnership with all relevant actors to bring sustainable positive outcomes for children’s and young people.

Today, we have grown significantly to meet the persistent challenges that confront Ethiopian children who have lost parental care and those that are at risk of losing their parental care. Working in close collaboration with international donors, local government and community based organizations across seven program locations; we aspire that every child grows up with love, respect and security.

Why we need you?

We are looking for an Assistant to the National Director who supports in the overall management of administrative services, and executes processes and transactions ensuring high quality and accuracy of work. The job incumbent promotes a client, quality, and results-oriented approach. In addition, the job holder is responsible for all secretarial and office management works of the National Office and S/he will be responsible to arrange meetings and workshops for the National Director’s Office; make the necessary travel arrangement and hotel reservations when the need arises, follow up requests for transportation, procurement and other services with relevant units. 

What we provide?

An amazing work environment that promotes personal growth through providing professional space to grow and advance your career!

Your role?

While working with us an Assistant to National Director you will be in charge of the following,

EXECUTIVE DUTIES

• Provide administrative assistance to the National Director, including managing calendars, scheduling meetings, and handling correspondence
• Providing necessary support for official visitors and consultants, ensuring proper
• Receives letters, memos, reports, and messages sent to the Office by e-mail, and telephone, in person and pass these to the concerned unit as appropriate. Prepares replies to general and simple queries;
•  Directs written or verbal messages of the National Director to concerned offices or individuals and program locations of SOS CVE and makes follow-ups of the same as necessary.
• Receives the National Director’s and Deputy National Director’s visitors to the office properly, provides first-hand information to general queries, and arranges for visitors to see the staff they may want to see.
• Drafts and writes letters and memos and gives replies to general queries as required.
• Check documents before passing them for the signature of the Directors;
• Organized filing system of all incoming and outgoing mail and documents including proposals, reports, and donor requirements; assisted in fixing appointments with different partners and government offices.

INTERNAL AND EXTERNAL COMMUNICATION 

• Takes minutes for the different meetings including Management Meetings
• Track decisions made by the Management Team.
• Compile various reports and data for further use by the National Director
• Support and liaison with the HROD, Finance that requires the approval of the National Director.
• Makes records of all incoming and outgoing documents of the office.
• Ensure communication and documentation are handled in high confidential matter and prioritize and determine the appropriate course of action or response based on the requests.

ORGANIZING WORKSHOPS AND MEETINGS

• Provide administrative assistance to the National Director, including managing calendars, scheduling meetings, and handling correspondence.
• Communicates with individual participants on the place, time, and agenda of the workshop.
• Assists the National Director and Deputy National Director in arranging and executing routine administrative tasks;
• Arrange travel and process traveling itineraries for the ND and assigned co-workers.
• Liaise with projects that are scheduled to be visited by National Director and Deputy National Director.
• Work with different functions on upcoming events, commitments, and responsibility following up appropriately.

CHILD SAFEGUARDING

•  Responsible to take part in awareness-raising sessions capacity-building training in relation to Child Safeguarding to prevent and protect children and young people from all forms of abuse, abandonment, exploitation, violence and discrimination
• Support children and young people to make them understand the CS risks and protection mechanisms
• Responsible to report any CS suspicion, concern, allegation or incident immediately, following Child Safeguarding reporting procedures. CS reports should be made to the CS team at programme level and/or to the respective line manager

Must Criteria

• Education:BA Degree in Secretarial Science and Office Management, Management, and other related fields of studies
• Experience:Minimum of five years of relevant work experience working with executive-level positions as an assistant and INGO experience is preferable
•  Experience in analysis, information, and knowledge management skills
•  Expertise in MS Office software( Word, PowerPoint, Excel, Outlook and OneDrive)

Competencies – Knowledge, Skills, Abilities

•  Understanding the organization and commitment to its vision and mission: able to clearly communicate SOS Children’s Villages Who We Are (Vision, Mission & Values), “Living our Values” policies and strategies in all areas.
• Planning:- the ability to prioritization, and time management skills
• Logistical skills – making arrangements for travel, complex diary management
• Interpersonal skills:- dealing with executive level and stakeholders professionally
•  Working under pressure: the ability to work under pressure to meet deadlines.
• Attention to Detail:- excellent in attention to detail and working on routine activities with initiative.
• Confidential: Discretion in dealing with confidential and sensitive information of the organization.
• Excellent planning, coordination, and networking skills.

CORE COMPETENCY

• Kindness: Act with empathy towards everyone he/she works with.
• Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
• Inclusiveness: In any actions show respect and care for others.
• Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
• Results Orientation: look for solutions and focus on desired results.

Lien