Job Title:Senior Administrative Officer - CR Support 

Department: Country Representative Office

Job Grade: 7

Reports To:  Country Representative

Term of employment: Indefinite term

Country/Location:Ethiopia/Addis Ababa

You will provide high-level strategic and administrative support to the Country Representative (CR), ensuring smooth operations of the CR's office. This includes managing the CR’s schedule, coordinating VIP visits, organizing meetings and events, and overseeing travel arrangements. You will also be maintaining confidentiality in handling sensitive communications, managing the CR’s confidential files, and supporting decision-making through data analysis and reporting. Additionally, you will support the SLTs, especially the DCR-Ops and DCR-Programming and facilitate communication across departments, assist with high-priority projects, and play a key role in strategic initiatives, leadership retreats, and organizational change efforts, arrange and coordinate employee engagement initiatives designed by the CR office. Moreover, you will act as a key liaison for the executive office with internal and external stakeholders and ensure seamless office functionality in the CR’s absence. 

Duties & Responsibilities

Support to Country Representative:

• Manage and maintain the Country Representative’s (CR) schedule, handling appointments and coordinating VIP visitors (e.g., Donors, CEOs, International Church Dignitaries). Prepare their schedules and visits well in advance.

• Support the DCR Ops, DCR programming and SMT for any external event arrangement and formal communications. 

• Ensure that all travel arrangements for the CR are efficient and well-organized in collaboration with the travel and support team.

• Arrange and coordinate meetings, events, and travel while ensuring the strategic planning and follow-up of these events in alignment with CR's priorities.

• Record, transcribe, and distribute minutes of Senior Management Team (SMT) and Expanded SMT meetings. Track follow-up actions and ensure alignment with CR’s strategic initiatives.

• Manage team or one drive folders and ensure timely updated and accessible to the relevant people. 

• Support CR in managing high-level events and initiatives, including event organization, follow up to the documentation and arrangement of presentation and related materials.

• Facilitate communication and ensure the CR office operations remain functional in the CR’s absence by coordinating with designated delegates.

• Proactively manage CR’s calendar, ensuring strategic priorities are anticipated, meetings are purposeful, and any conflicts are resolved.

• Play a pivotal role in supporting the admin team in organizing leadership retreats, compiling agenda from the SMT, and capturing follow-up actions points during the actual event.

• Work with the ICKML and communication team in the preparation of learning activities and advocacy events. 

Administrative and Office Management:

• Draft and compose routine correspondence and memos for the CR’s signature while maintaining a high level of confidentiality in all communications and document handling.

• Manage the CR's confidential files, including updating reports and correspondence. Ensure all sensitive materials are securely stored.

• Liaise with other departments to coordinate communication and follow-up on CR-related matters. Assist in preparing responses as necessary.

• Develop database of the contact of the senior church, government, donor, HINGO, CSO, UN and related revenant institutions. 

• Ensure agreements and other documents coming to CR for signature has all the required attachments and supporting documents. 

• Ensure the CR’s agenda is well-coordinated with broader organizational goals by managing stakeholder relations and addressing inquiries effectively.

Strategic Contributions:

• Act as a liaison with senior-level internal staff and external VIPs, including donors and church partners, ensuring interactions are handled strategically. 

• Follow up with major initiatives and high-priority projects, providing the CR with regular updates and ensuring alignment with the agency’s strategic objectives.

Other Duties:

• Perform other related duties as assigned by the CR, including assisting with ad-hoc strategic initiatives or high-level tasks that require discretion and strategic insight.

• Ensure continuous operational functionality in the CR office, even in the absence of the CR, by maintaining close collaboration with designated representatives and the management team.

Job Requirements

Typical Background, Experience & Requirements: 

Education and Experience 

• Bachelor's Degree in Business Administration or other relevant field

  • Five years of related experience providing support at an executive management level or equivalent combination of education and experience.

  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office, PowerPoint, Excel spreadsheets, donation databases, and graphic presentation software.

  • Knowledge of standard office administrative practices and procedures.

  • Must be able to multi-task and is detail oriented.

  • Excellent organizational and planning skills.

  • Ability to provide confidential administrative support to Country Representative.

  • Exceptional communication skills, judgement and decision-making ability.

  • Excellent written and verbal communication skills, in both English and Amharic 

  • Excellent skill of Planning

  • Ability to read, interpret and summarize documents.

  • Ability to write routine reports and correspondence.

  • Ability to speak effectively before groups of visitors or employees of the agency.

  • Must be able to work proactively and anticipate future needs or obstacles before they arise.

  • Demonstrate initiative in the work environment.

  • Flexible and team player

Required/Desired Foreign Language:  Fluency in English and Amharic is required.

Travel Required 5-10%

Key Working Relationships:  

Supervisory: None

Internal:  DCR, Department Managers, CoPs, DCoPs, Operations staff, CRS visiting staff

External:  Partners, NGOs, donors,

Agency REDI Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results. 

• Personal Accountability – Consistently takes responsibility for one’s own actions.

• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission.  Is considered honest.

• Builds and Maintains Trust - Shows consistency between words and actions.

• Collaborates with Others – Works effectively in intercultural and diverse teams.

• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually looks for ways to improve the agency through a culture of agility, openness, and innovation.

• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.

• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position. 

How to Apply

If you are ready to take on this rewarding opportunity and make a difference in the lives of others, you may fill out the application form through THIS LINK and attach your up-to-date CV on/before the application deadline of November 6, 2024. You will be contacted only if selected for a written exam/interview. Phone solicitations will not be accepted. These job opportunities are open to Ethiopian nationals only. 

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.

Qualified female and persons with disabilities are highly encouraged to apply. 

Equal Opportunity Employer