Job Description

Internal / External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant positions the details of which are mentioned bellow.

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 12 Regional Offices, 34 Zonal Branches and 131 District/Woreda Branches, 599 Woreda Red Cross Committee and 5871 Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Key performance area

Under the direction and supervision of the Head SG Office, the Executive Assistant to SG responsible for the following major functional duties.

• Assists the Secretary General with organizing meetings and handling the overall affairs of the Office;
• Handles routine administrative matters of the Secretary General’s Office;
• Receive correspondence for the SG initiate and follow up on appropriate action, liaising with relevant Work units and external parties
• Directs work instructions, feedbacks and directives given by the Secretary General to work units and individuals, follows up their statuses;
• Carries out reception duties of the Secretary General’s Office hospitably and courteously;
• Coordinates, follows up and book meetings of the SG with internal and external stakeholders; Makes appointments with the Secretary General and reminds him/her when they are due;
• Arrange travel and logistics for SG internal and external field visit, including booking flights, and hotel accommodations; Composing and preparing correspondence; maintaining contact lists; and completing travel expense and follows up settlements;
• provides general administrative and clerical tasks such as answering phones, faxing, mailing, filing and photocopying. Deals with inquiries and answers and makes telephone calls of the Office; answers and directs telephone calls to the Secretary General and takes messages to communicate to intended receivers; Receives, sorts and routes incoming mails, faxes, e-mails and other messages;
• Provide hospitality to all guests and help to create a welcoming environment; Arrange logistics for visitors, coordinate conference calls, transcribe notes and type correspondence.
• Transcribes audiovisual materials; types manuscripts and documents as needed, proofreads same for accuracy; drafts routine letters and correspondences; scans documents and other materials and compiles reports as instructed by the Secretary General;
• Summarizes reports directed to the Secretary General and presents same on time as instructed;
• Classifies and codifies documents for proper filing and keeps same safely and in proper order; ensures the confidentiality of the same when so required;
• Operates and cares for faxing, word processing, printing, reproducing, computing and other pieces of equipment of the Secretary General’s Office;
• Organizes documents of the Secretary General’s Office and keeps on file for easy reference;
• Organizes, arranges and schedules regular and extraordinary meetings and discussions to be held with the Secretary General and different stakeholders of the Society; takes minutes of meetings and gets same duly signed by participants; 
• Requests office supplies, hands out to users and ensures proper use of the same; Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Ensures that the Office of the President and Secretary General is properly furnished, arranged and kept clean; 

Reporting to: Head, SG Office  

Terms of employment: Permanent after probation period 

Job Requirements

Qualification and Professional Experience

• Second or First Degree in Management, Management Information System, Foreign Language, Language, Office Management or Secretarial Science           
• 6/8 years relevant work experience, out of which 3/4 years in executive assistance position.

How to Apply

We invite candidates meeting the required qualifications to fill out the employment application form from the official website of the Ethiopian Red Cross in vacancy menu and email to ercs-recruitment@redcrosseth.org before the closing date of this announcement on Dec 21, 2021.

Qualified women are strongly recommended to apply!

 Please note that we ONLY consider those who filled in the application form and send us back. We regret to inform that we do not accept CV at this stage.

Note: Use "Executive Assistant to SG" as the subject title of your email!