CareEpilepsy is dedicated to improving the lives of those affected by epilepsy through comprehensive care, support, and education. We are seeking a motivated and detail-oriented Administrative Officer to join our team. The Administrative Officer will play a crucial role in ensuring the efficient and smooth operation of the organization by handling various administrative tasks, maintaining records, and supporting the coordination of activities such as help to organize and promote participation in local education, training and events. Proficiency in both Amharic and English letter writing and communication skills are essential for this role.

MAIN DUTIES AND RESPONSIBILITIES: 

Administrative Duties 

• Manage day-to-day administrative operations, including office management, correspondence, documentation, and maintaining records.

• Coordinate meetings, conferences, and events, handling logistics, venues, and participant communication.

• Respond to inquiries via phone, email, and in-person, providing accurate information or directing queries.

• Support human resources functions like recruitment, induction, and employee records maintenance.

• Send out letters, including drafting, proofreading, and formatting in both Amharic and English.

• Organize and attend meetings, taking minutes and deputizing as needed.

• Collaborate with team for smooth communication, workflow, and contribute to social media presence.

• Perform general office tasks such as supplies management, mail handling, and workspace organization.

• Assist in budget tracking, financial recordkeeping, and grant applications, ensuring accuracy.

• Ensure effective financial resource management through planning, expenditure tracking, and audits.

• Manage petty cash processes, make payments, and produce regular activity reports.

 Communication and Events

• Coordinate meetings, conferences, and events, handling logistics, venues, participant communication, and ensuring smooth execution.

• Collaborate with internal and external stakeholders for effective communication and event coordination.

• Develop and sustain positive relationships with a range of people, including community leaders, local groups and organizations, and local authorities;

Community Education

• Raising awareness across Ethiopia about epilepsy issues and the initiatives undertaken by CEE.

• Conducting community education programs in locations such as Eder, health centers, and hospitals.

• Organizing impactful campaigns like the National Epilepsy Week to promote understanding and awareness.

• Developing and distributing educational materials such as fliers, posters, and teaching aids to local groups and organizations.

Collaborating within a team to provide support and sustain community-led efforts focused on epilepsy-related issues.

 Clinical Service-Related Activities

• Provide information about a wide range of epilepsy-related issues to people with epilepsy, their families and anyone affected by epilepsy, including the professionals who care for them and others involved in their lives.

• Provide support, including home visits where appropriate, to people with epilepsy, their families, friends and carers on an individual and group basis.

• Assist in completing patient registration and keeping the database up to date.

• Assist in patient support group meeting, which will be held on the last Sunday of each.

 Volunteering Program

• Engage volunteers effectively to amplify CEE's impact:

• Assist in recruiting volunteers who align with CEE's mission.

• Register and support and guide volunteers throughout their activities.

• Celebrate volunteers' contributions with events or recognition. 

Training Coordination

Efficiently organize training activities to bolster organizational capacity:

a) Volunteer Training Coordination:

• Coordinate training sessions for volunteers, focusing on effective engagement.

• Organize workshops that enhance their understanding of epilepsy awareness and support.

b) Clinical Training Arrangements:

• Facilitate specialized training for medical professionals, strengthening their epilepsy diagnosis and management skills.

• Coordinate workshops that offer targeted clinical insights and updates.

c) Patient Training Logistics:

• Organize training sessions for individuals and families, equipping them with epilepsyrelated knowledge.

• Ensure seamless workshops that empower participants with coping strategies and self-care information

OTHER DUTIES

• Carry out any other reasonable duties in support of the CEE’s project requested by management.

WORKING HOURS, PATTERNS AND ENVIRONMENT

• This is a Full-time role for 40 hours a week for 1 year with a possibility of extension;

• You’ll usually work 2:30 am to 11:30 pm (Ethiopian time), Monday-Friday. You may sometimes need to work outside of these hours when the workload is heavy;

• You will attend the patient support group meeting, which will be held on the last Sunday of each month (Ethiopian calendar) from 3:00 am – 7:00 pm (Ethiopian time).

• You’ll be based in CareEpilepsy Ethiopia’s office but could travel across different sites and regions when necessary. 

Location: Communities in Addis Ababa (could require travelling to regions)
Type: Permanent 
Line manager: Administrative and Finance Head (AFH)

Job Requirements

QUALIFICATIONS:

• Bachelor's degree in business administration, Public Administration, or a related field.

• Excellent organizational skills with a keen eye for detail.

• Proficiency in using office software (MS Office, Google Workspace) and Email.

• Ability to multitask, prioritize, and manage time effectively.

• Strong interpersonal skills and ability to work collaboratively in a team.

• Experience with social media platforms is a plus.

REQUIRED JOB EXPERIENCE:

• Proven experience in an administrative role, preferably in a non-profit or healthcare organization.

• Demonstrated ability to independently write letters, reports, and correspondences in both Amharic and English.

• Fluency in spoken and written English for effective communication with team members, stakeholders, and external partners. DO NOT APPLY IF YOU CAN NOT SPEAK AND PRESENT CLEARLY IN ENGLISH

• Proficient in email correspondence writing and replying.

How To Apply

We welcome interested candidates to apply through the following steps:

Submit their CV/resume.

Include a cover letter that highlights your relevant experience and motivation for the role.

Write a paragraph about epilepsy and its impact on our community.

Attach all official degrees, diplomas and certificates related to the job.

Email all the above to admin@careepilepsyethiopia.org. 

Please use "Office Administrator Application - [Your Name]" as the subject line. Applications will be accepted until 15/8/2024.
Please Note!

If YOU DO NOT SUBMIT ALL THE REQUIRED 4 ATTACHEMENTS WE WILL NOT ACCEPT YOUR APPLICATION

DO NOT APPLY IF YOU CAN NOT SPEAK AND PRESENT CLEARLY IN ENGLISH.