About the Organization

Development for Peace Organization (DPO) is an Ethiopian civil society organization established in 2020 with a mission of striving to meet the humanitarian and developmental needs of societies regardless of race, color, religion or cultural background. The organization is legally registered to work in Ethiopia (Reg. 5164), South Sudan (Reg. 4178), Kenya (OP.218/051/22-400/12732 and Somalia (Reg. NGOD/Moifar0422/022); it is also processing its registration in Yemen

Job Summary

The Administrative Assistant plays a crucial role in supporting rhe efficient operation of organization by providing administrative and clerical support to the management as well as other departments. The role holder have duty of providing support to the HR, Director General and assisting in daily office needs and supporting DPO’s general administrative activities.

Key Responsibilities;

Administrative Support:

• Perform general clerical duties, such as answering phone calls, responding to emails, and managing correspondence.

• Serve as a point of contact for internal and external stakeholders, relaying messages and information as needed.

• Schedule and coordinate meetings, appointments, and travel arrangements for executives or team members.

• Maintain and update calendars, agendas, and databases.

• Prepare and distribute memos, letters, reports, and other documents.

• Organize and maintain physical and digital files and records.

• Drafts letters for internal and external communications and distribution to departments.

• Takes notes and distributes meeting minutes and agendas.

• Writes error-free, eloquent emails and letters for various events and announcements. 

• Secretarial assignments include such duties as office coordination, scheduling meetings, preparing and maintaining office records, reports, and correspondence.

• Ensure Director General Office set up are in orderly manner. Inform general service if office furniture need maintenance

• Assist HR department on assigned duties

• Assist staff with administrative duties as requested.

Office Management:

• Determines needs and orders office supplies, equipment, ensuring availability of necessary materials, repair and maintenance services of office furniture & equipment’s

• Oversee the maintenance and cleanliness of the office space.

Communication and Coordination:

• Facilitate effective communication among team members and departments.

• Coordinate and distribute internal communications, including announcements and updates.

• Assist in organizing organizational events, meetings or employee engagement activities.

• Provides information to callers for requiring knowledge of organizational operations.

• Sorts, opens, and distributes incoming mail to staff; associates incoming correspondence with files or related materials needed for meetings, correspondence, and reports.

Data Management:

• Maintain confidentiality and handle sensitive information with discretion.

• Compile, analyze, and present data or information as requested.

• Assist in the preparation of reports, presentations, and meeting materials.

Reports to:  HR Officer

Job Requirements

Qualification

Education

• BA in Secretarial Science & office management or related fields with a minimum of 7 years direct experiences

• Diploma in Secretarial Science & office management or related fields with a minimum of 5 years direct experiences

Experience

• Minimum of 3 years experience in Office Management, Administrative support, Secretarial works

Key Competencies and Skills

• Excellent communication skill

• Good command of English language

• Problem solving skill

• Attention to detail

• Good social skill

• Punctuality

• Stress tolerance

• High energy level

How to Apply

PLEASE READ THE INSTRUCTION CAREFULLY!

Interested and qualified candidates shall fill out this form CLIK HERE and submit their application letter along with their non-returnable updated resume as a Merged PDF file through recruitment@devforpeace.org until Octo 31, 2023.

Qualified women are highly appreciated to apply!

Note: Use "Administrative Assistant" as the subject line of your email!

DPO is committed to diversity and inclusion in its workforce and encourages all candidates to apply to join the organization, regardless of gender, nationality, religious/ethnic heritage, or disability.

DPO has a zero-tolerance policy for sexual exploitation and abuse, sexual harassment, authority abuse, and discrimination. DPO follows the principles of UN Child Protection. As a result, all shortlisted candidates will be subjected to thorough reference and background checks, as well as being expected to conform to these standards and principles.