The Executive Secretary is responsible for providing overall assistance to the Executive Director (ED), departments and work units. She/he types letters, reports, transmits in-coming messages to the concerned person(s) or departments, schedules appointments for the ED, and oversees the Organization’s filing systems.

RESPONSIBILITIES AND TASKS:

Job Responsibility #1:  Executive Assistant to the ED and Secretarial Duties

• Organizes and runs the office of the ED, so that her/his work could be facilitated;

• Screens and schedules appointments and visitors for the ED;

• Types circulars, memos, reports, confidential letters, etc.;

• Maintains the integrity and confidentiality of all NEP+ records and information at all times;

• Drafts, edits and reviews documents as required;

• Gives answers to basic letters and queries;

• Informs the ED about phone calls, meetings, and other engagements;

• Takes minutes at management meetings as requested by the ED;

• Ensures the availability of sufficient stock of stationery and follows up the replenishment.

Job Responsibility #2:  Documentation:

• Ensures that letters, faxes, electronic communications, etc. are appropriately numbered;

• Ensures the central files are managed properly by using NEP+’s filing system;

• Ensures the proper filing of all incoming and outgoing mails to the ED’s office such that efficient and swift retrieval is possible;

• Keeps records of all minutes, policies etc. established by the Board, and General Assembly;

• Provides assistance and support to other departments in their filing needs.

Job Responsibility #3:  Communications:

• Organizes appointments with Board, members, relevant government offices, NGOs, donors, etc. and arranges venue for the meeting;

• Keeps up to date address and list of board members, network members, NGOs, donors, and other stakeholders;

• Operates the telephone switchboard and receives and relays telephone messages;

• Sends and receives e-mails and faxes;

• Directs e-mail messages, letters and faxes to the right person or department;

• Ensures the timely and efficient dispatch and receipt of all communications.

Job Responsibility #4:  Miscellaneous Duties:

• Checks monthly fax and telephone bills and communicate it to Finance and Admin Department;

• Requests stationary and other supplies for administrative use;

• Perform other duties as assigned by the Supervisor.

Job Requirement

EDUCATION/TRAINING

• BA in Secretarial Science, Business Administration, or related.

EXPERIENCE

• 2/4 years of work experience as secretary.

• NGO experience in related position is advantageous and an asset

TECHNICAL AND OTHER SKILLS

• Proficient in computer skills (MS word, Excel, Power Point) and Internet browsing skills;

• Good written and spoken English language;

• Good interpersonal skill and ability to communicate information accurately.

How to Apply

Submit your applications relevant documents (non-returnable copies of credentials) Motivation Letter and up-to-date CV via mail: asfawashenafi69@yahoo.com or in person to the Company Office, located around Kirkos sub city, woreda 06, Chamber of Commerce Building 5th floor. For further information contact Tel. +251116591212/ +251116591616