JOB OPPORTUNITY

 Internal/External

Reference No:  REC/76/23

Job title:           Executive Assistant

Location:          Addis Ababa

Reports to:Country Director

Number of Posts01(One)

Closing date:   August 27, 2023

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for-profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

 We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors

 Under the supervision of the Country Director the Executive Assistant provide overall assistance to the Country Director of Goal Ethiopia. He/she types letters and reports; transmits in-coming messages to the concerned person(s) or work units; schedules appointments for the Office and oversees the Office’s filing systems.

KEY AREAS OF ACCOUNTABILITY/DUTIES

  ·         Assists in organizing the Office for the Country Director.

·         Assists the Country Director in organizing appointments, meetings, and venue arrangements.

·         Assists the Country Director in typing circulars, memos, reports, confidential letters, as required.

·         Always maintains the integrity and confidentiality of all records and information.

·         Receives and assists visitors to the Country Director Office.

·         Always ensures the cleanliness of the Office and premises.

·         Assists the Country Director in documenting letters, faxes, electronic communications, etc.;

·         Assists the Country Director in the proper filing of all incoming and outgoing documents of the Office.

·         Assists the Country Director in managing all inter and intra communications of the organization.

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

·         Supervises the appropriate service of tea and coffee in the Country Director’s office.

·         Requests stationary and other supplies for the office and always ensure the availability of sufficient stock.

·         Follow-up on work plan, report and process review for the Country Director’s Office.

·         Prepare communication, correspondences, monthly management reports and updates about Goal Ethiopia.

·         Manage the Country Director’s emails and letters including summarizing, distribution and follow up for action.

·         Organize & follow-up the logistics of Senior Management Team (SMT) meetings.

·         Prepare and keep the record of the Senior Management Team meetings, proceedings and minutes.

·         Performing other work-related duties as assigned by the Country Director.

·         Process flight bookings for all national staff upon request

·         Work with Safety and Access Advisor to get security clearance before booking flight to staff.

·         Follow up with procurement team on the selection and contract administration of the right flight reservation agent and their payment.

·         Process flight booking, work permit, and VISA processing for all international staff and visitors.

·         Processing accommodation for international visitors in consultation with Procurement team

·         Facilitating vehicle arrangement for international staff and visitors from and/or to the airport in consultation with Logistics team

·         Facilitating the availability of phone numbers, dongles etc for international staff and visitors upon arrival in consultation with Logistics team.

·         Facilitate processing of any documents with immigration, CSOs, other International NGOs and Government Offices

·         Meeting callers or guests and handle different business calls from different organizations identify the matter, refer to the concerned body, respond directly or arrange appointments.

·         Perform other duties as assigned by the supervisor.

Safeguarding:

• To foster an inclusive working environment which is non-threatening and safe for all. An environment that addresses safeguarding adequately in its processes and where the barriers to raise and discuss concerns about safeguarding issues are identified and where possible mitigated.

 Values & Behaviours:

• Strong commitment to upholding and promoting GOAL’s values; Respect, Integrity, Courage, Partnership and Humanitarianism.

 The responsibilities listed in the Job Description are not exhaustive and may be readjusted according to operational needs by the Assistant Country Director for Systems/Systems Director and the HR Manager but will remain in line with the overall purpose of the role.

Job Requirements

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have: 

·         BA Degree in Office Management or related field

·         3 years’ experience in office administration and human resource management.

·         Good written and spoken English languages.

·         Good interpersonal and communication skills.

·         Ability to communicate information accurately Similar experience with an INGO/UN/Corporate Organization will be an added advantage

·         Strong organizational skills

·         Excellent in English both speaking & writing.

Knowledge and understanding of local employment standards, occupational health and safety and human rights legislation.

 Functional skills and knowledge::

·        High commitment to confidentiality

·        Remains productive when under pressure.

·        Demonstrates a systematic and efficient approach to work.

·        Works collaboratively with team members to achieve results.

·        Relates and works well with people of different cultures, gender, and backgrounds.

·        Excellent interpersonal skills

·        Flexibility and prepared to work additional hours

·        Good time management skills and flexibility to continuously re-prioritize

·        Ability to multi-task

·        Ability to work consistently with staff across GOAL Ethiopia Programme

·        Numeracy and organizational skills.

Excellent understanding and prior experience of using MS Office

 Desirable/Advantageous Credentials:

 ·         Experience in working for an organization with significant number of staff and field offices.

 REMUNERATION and BENEFITS:

·         GOAL will pay a competitive basic salary based on the salary grading with addition benefits.

·         A chance to develop tangible experience.

·         Being part of a team who continue to make a real difference to the lives of the most vulnerable people.  

How to Apply

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL Ethiopia is committed to safeguarding and promoting the safety of people who involves in its work and demands all staff exhibit the highest commitment. GOAL Ethiopia will verify skills and commitment of the candidate in the assessment process and perform Background reference check.

        APPLICATION PROCEEDURE:

Interested and qualified applicants need to submit ONLY once their non - returnable application with CV for one vacancy. The vacancy reference number along with the title & Location need to be written in the application letter, CV and/or subject of the email.

Applicants can directly apply online using THIS LINK

GOAL strongly encourages female candidates to apply!

Only short-listed candidates will be contacted for an interview and exam.

Shortlisted candidates will need to submit other supporting documents upon request at a later stage.

GOAL is not able to contribute towards any costs incurred by candidates during the recruitment process.