Communication and Administrative Assistant – ECF Childern’s Fund
Business and Administration, Management, Communications, PR and Journalism
ECF Childern’s Fund
Background
Under the guidance and supervision of ECF-Children’s Fund administration and finance manager, the communication and administrative assistant provides support to the director and office operations performing a variety of standard communication and administrative processes that ensure high quality and accuracy of work. The communication and administrative assistant promotes results-oriented approach and works closely in collaboration with ECF management and the director to exchange information and ensure consistent service delivery.
Duties and Responsibilities
- Assists all the duties of the management and Country Director for his operational priority
- Support to administrative and logistical services and assets management issues
- Handle promotion and communication materials, social media, press
- Assist in board and donor visitation
- Support to knowledge building and knowledge sharing among the stakeholders.
- Provision of inputs to the management and administrative processes mapping and implementation of the internal standard operating procedures provision of inputs.
- Compilation and preparation of briefing and presentation materials, speeches, background information and documentation for meetings and missions
- Arrangement of vehicle transportation, regular vehicle maintenance and insurance.
- Administrative support to conferences, workshops, retreats.
- Arrangements of travel and hotel reservations, preparation of travel authorizations, processing requests for visas, identity cards and other documents.
- Custodian for management of office stationery supplies including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution.
- Maintenance of the filing system ensuring safekeeping of confidential materials.
- Collection of information and extraction of data from various sources
- Closely follow up, update and reflect ECF webpage and translation of correspondences.
- Sound contributions to knowledge networks and communities of practice.
- Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.
- Analyzes general information and selects materials in support of partnership building.
- Prepare agenda for meeting with concerned person and record all minutes.
Impact of Results
The key results have an impact on the efficiency of the ECF management. Accurate presentation of information strengthens the capacity of the office and promotes the image of ECF as an effective contributor to the development of the country.
Location: ECF-Children’s Fund, Addis Ababa, CMC, informant of Civil Service University
Duration Contract: One year (possible to extension)
Job Knowledge/Technical Expertise
- Fundamental knowledge of processes, methods and procedures of communication
- Possesses basic knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks
- Demonstrates good knowledge of information technology and applies it in work assignments
Core Competencies
- Gathers and disseminates information on best practice in accountability and results-based management systems
- Facilitating and encouraging open and effective communication in the team for Informed and transparent decision making
- Self-development, initiative-taking and Creating synergies through self-control
- Learning and sharing knowledge and encourage the learning of others
- Strong communication and language skills with excellent computer skills such as Word, Excel, and PowerPoint, web and social media management.
Education:
- Bachelor Degree in Administration and Management, Management and Information System (MIS), Marketing, Communication, journalism and related field.
Experience:
- 3 + years of relevant experience in administration or programmer support service.
- Experience in the usage of computers and office software packages
- Experience in handling of web-based management systems.
Language Requirements:
- Very good working knowledge of English (written and spoken).
