Admin Assistant – Ethiopian Human Rights Commission (EHRC)

Admin, Secretarial and Clerical

Ethiopian Human Rights Commission (EHRC)

Purpose of the Job:

Support the organization and coordination of office operations, procedures, and resources to facilitate effectiveness and efficiency of the Branch Office. Perform a wide range of administrative support activities and assistance to the Head of the Branch Office and other teams in the Directorate.

Main Duties and Responsibilities:

• Receive phone calls and guests visiting the office;
• Be the focal person to receive all incoming documents to the Commission;
• Responsible to register all incoming and outgoing letters and distribute them to appropriate staff in the Commission and other stakeholders;
• Draft and edit correspondence, communications, presentations, and other documents on behalf of the Director and the team;
• Coordinate circulation of letters and correspondences to relevant internal staff and external stakeholders;
• Follow up the receipt of letters and documents by relevant persons;
• Manage and maintain the Head of the Branch Office calendar including scheduling appointments, internal/external meetings, and conference calls;
• Coordinate the branch office team’s travel itineraries, flights, hotel accommodation, rental car, and other travel needs;
• Secure appropriate signatures and track documents through the approval process on behalf of the Director and the team;
• Interact with external partners as well as The Commission’s leadership;
• Provide assistant and support to the Head of Branch Office on various projects such as new employee onboarding, The Commission’s leadership calendar planning and staff communication;
• Support other management staff and team of the Directorate/function on other projects as needed;
• Coordinate with storage team to ensure the office has sufficient supplies of stationaries;
• Responsible for the completion of purchase requisitions for materials, supplies, equipment, repairs and other pertinent transmittals for the Office/ Directorate;
• Maintain up to date record keeping and filling system for the directorate/unit;
• Provide administrative support to Director in order to increase his availability for executive level responsibilities;
• Organize archival records and develop classification systems to facilitate access to archival materials;
• Provide reference services and assistance for users needing archival materials;
• Prepare archival records, such as document descriptions, to allow easy access to information. 

Location: Jigjiga Office

Report to: Head of Jigjiga Office

Duration: Contract/definite Period

Qualifications and Experience:

•  BA Degree or Level 4 Diploma in Management, Administration, Secretarial Science and Office Management, or related fields;
• Computer literate;
• Knowledge of Amharic is required. Knowledge of other local languages is advantageous;
• 2 years of relevant experience with BA degree;
• 4 years of relevant experience with diploma;
• Experience in event management, travel and logistics is a strong plus.

Lien