Administrative Assistant 47 views

Background: Ethiopian Food Systems and Nutrition Transformation (EFSN)

The Sustainable Development Goals (SDGs), a comprehensive plan for people, the planet, and prosperity, aim to strengthen universal peace and greater freedom. It acknowledges that eradicating poverty in all its forms and dimensions, including extreme poverty, is the most significant global challenge and an essential prerequisite for sustainable development. The United Nations Secretary-General has convened the UN Food Systems Summit (UNFSS), a crucial platform designed to assist member states in driving food systems transformation and accelerating global progress towards the SDGs. Ethiopia actively participates in the UNFSS and has developed its food system transformation. In this context, the incumbent role is not just important, but it offers a unique and privileged opportunity to contribute to these global efforts, a chance that not many get in their careers.

The Ethiopian Food Systems and Nutrition (EFSN) transformation pathway has 24 game-changing solutions and is structured around three pillars of governance: federal, Regional, and Partnerships. Each pillar, including the private sector, research institutions, universities, civil society organizations, Non-Governmental Organizations (NGOs), and the general public, plays a crucial role across the food systems chain. The Inter-Ministerial Steering Committee (IMSC) is a body consisting of 15 ministries. As part of this role, effective coordination, a key aspect, is essential to align the efforts of different individuals, groups, or departments toward a common goal. Ethiopia is fully committed to transforming its food system, and the incumbent will be a vital part of this transformation, ensuring the smooth operation of the three pillars and the overall success of the EFSN.

Moreover, the Agricultural Transformation Institute (ATI), a key player in the Ethiopian Food Systems and Nutrition (EFSN) Transformation, has been chosen as the secretariat, overseeing the work of the Technical Support Unit (TSU). As part of the TSU, the incumbent will be a part of this transformation and at the forefront of it, providing crucial technical support and contributing to its overall success. This is an exciting opportunity to be part of a significant change in Ethiopia’s food system.

This position presents a distinctive chance for personal and professional advancement. It involves collaborating with a team of experts in a dynamic and demanding setting. We are seeking individuals who are eager to grow and contribute to our transformative work. By joining our team, the incumbent will contribute to the achievement of the national efforts to transform Ethiopian food systems and SDGs.

POSITION SUMMARY:

The administrative assistant mainly focuses on administrative and operational support to the EFSN secretariate and the TSU members. He/she reports to and provides general administrative support to the office, including scheduling, drafting & compiling meeting minutes, completing expense forms, organizing and supporting team-wide activities, setting up and managing team office equipment and resources, and handling other ad hoc requests. The successful candidate will have an innovative, can-do attitude, and enjoy working in a fast-paced organization that is mission and results driven. He/she will have experience with creating and demonstrate strong attention to detail, and excellent written and verbal communication, and organizational skills. Advancement opportunities are available after strong performance in this role

MAJOR DUTIES AND RESPONSIBILITIES 

• Undertake a broad variety of EFSN tasks including arranging calls and meetings, schedule management meeting, drafting meeting minutes, organizing travel, and assisting with workshop and training facilitation.
• Work closely and effectively with all team members within the EFSN to keep them well informed of and prepared for upcoming commitments and responsibilities, following up appropriately. Organize team meetings, inform agendas and presentations, consolidate and review team requests, where appropriate attend meetings to take notes
• Compile minutes and presentations, manage online and physical filing systems,
• Handle other administrative and operational duties as assigned and use good judgement to deal appropriately with urgent requests.
• Handle incoming and outgoing stock to/from store and ensure all store requisition are approved by the appropriate person
• Maintain updated and accurate databases of stock items as well as asset information in accordance with government policies and ATA policy and procedures
• Enter stock-related data into electronic databases/ERP system and produce fact-based reports
• Ensure timely report of any damage, lose, missing and obsolete items
• Keep updated inventory records.
• Undertake any other duties as assigned by the EFSN secretariate and TSU principal coordinator