Job Summary

The Ethiopian Public Health Institute (EPHI) office of General Director is seeking an Administrative assistant/Office Assistant. The Office Assistant provides secretarial and office support for the General Director. He/she works under the overall supervision/guidance of the General Director. The Office Assistant works with some scope for independent action and may handle confidential and sensitive matters and material.

 Tasks

The specific duties and responsibilities are as follows: 

• Greet customers or other personnel of the Institute by phone, in person, or through electronic media, including email.
• Assist in resolving problems and complaint raised by unsatisfied customers
• Receive, screen, distribute, monitor and file incoming correspondences and documentation; select and abstract relevant material for Directors’ review; identify complex or sensitive and confidential material for special treatment and attention by Director.
• Draft/review and proofreading outgoing correspondence and documentation for correct format, grammar, and spelling; attach necessary background data and information; maintain a monitoring/follow-up system.
• Screen and place telephone and conference calls; respond to telephone, e-mail and personal enquiries; refer non-recurring matters and difficult issues to respective units within and outside Institute.
• Manage the calendars of the General Director; schedule appointments; brief the General Director on matters before meetings and trips, as required.
• Maintain control on confidential records and files; follow-up on deadlines to General Director for his/her action.
• Arrange for meeting venues, facilities, equipment, catering, travel, logistics; prepare correspondence and assemble documents for participants; provide administrative and secretarial support during the meetings.
• Participate in the organization and preparation of the General Directors’ official meetings and staff meetings, and take minutes and/or notes.
• Use personal computer and other office software applications, including word processing, email, and file management tools.
• Prepare files and documents in MS-Word by using predefined templates or by creating them from the scratch
• Create and maintain files in Excel
• May be asked to make PowerPoint presentations and use databases or Access.
• May act as receiver of mail and correspondence for the office.
• Monitor and manage inventory of office supplies; order and distribute office supplies as necessary
• File documents; develop and modify filing practices this includes the usage of electronic in addition to paper records
• Perform administrative support tasks and other related duties as may be required by the General Director.

Job Requirements

• Bachelor/ Master's degree preferably in Social Sciences or equivalent education and training relative to the above enumerated tasks.

Work Experience

• 8/6 years of progressively responsible secretarial and/or clerical experience. 

 Number of positions: One

Duty Station: The selected candidate would be based at Ethiopian Public Health Institute (EPHI) and would have to be willing to undertake in-country travel as required.

Duration: The candidate would initially be offered a position for 1 year contract, subject to performance evaluation, with the potential for further extensions.

Competencies and Personal/Interpersonal Skills required

• Ability to effectively use of standard office software, such as MS Office (Word, Outlook, Excel, Power Point).
• A very good spoken and written English, typing, and Communication, multitasking, attention-to-detail skills,
• Ability of problem-solving, critical-thinking and patience,
• Ability to organize work systematically, set priorities and meet deadlines.
• Ability to structure and convey information in an appropriate format and timely, ensuring accuracy and consistency. 
• A cooperative spirit, flexibility and openness are needed. Discretion, courtesy and trust worthiness are essential personal attributes.

 Remuneration

• Based on the Institute’s contractual employees salary scale and putting into consideration of the chosen candidates’ qualifications and experience.

How to Apply

Note Interested applicants can register in Online through only ethiojobs.net  send their CVs and relevant documents at the address given below within 7 days from the first appearance of the announcement

Remarks: Please attach copies of transcripts, academic degree or recommendation letters together with the application.