Administrative Assistant 62 views

The Ethiopian Environmental Health Association (EHA) is a non-profit, membership-based organization established under the Federal Charities and Societies Agency with license No. 2927 on December 17, 2012. EHA was established to serve its members and contribute towards advancing and maintaining high standards of environmental health services in Ethiopia. We seek a highly motivated and skilled individual to join our team as an Administrative Assistant.

Job Summary:

The Administrative Assistant will be pivotal in coordinating and managing a wide range of tasks, including schedule coordination, risk management, and administrative support. Key responsibilities include maintaining project documentation, addressing financial inquiries, and liaising with external organizations to arrange meetings and foster partnerships. This role also involves linking EHA with key stakeholders to enhance collaboration and achieve organizational objectives.

The successful candidate will ensure the efficient and cost-effective operation of all activities, contributing directly to the fulfillment of EHA’s mission, goals, and objectives. S/he will also support membership growth, capacity building, and the dissemination of technical information to members and the association’s necessary systems.

The ideal candidate will provide comprehensive administrative support to ensure the smooth functioning of the office. This role demands exceptional communication skills, strong multitasking abilities, and a proactive approach to problem-solving.

Key Responsibilities and Tasks

Coordination and Administrative Support

• Assist the Chief Executive Director whenever needed
• Manage and maintain schedules, appointments, and calendars for team members and leadership.
• Coordinate and organize meetings, workshops, and events, including logistics, venue booking, and participant communication.
• Maintain and update project documentation, ensuring accuracy and accessibility for all stakeholders.
• Handle financial queries, process invoices, and assist with budget tracking and reporting.
• Act as a liaison between EHA and external organizations, fostering partnerships and collaboration.

Partnership and Stakeholder Engagement

• Lobby and engage with organizations to arrange meetings, discussions, and collaborative initiatives.
• Build and maintain relationships with partners, ensuring effective communication and follow-up.
• Represent EHA in external meetings when required, ensuring alignment with organizational goals.

Operational Efficiency and Mission Support

• Support the efficient and cost-effective operation of all activities to achieve EHA’s mission, goals, and objectives.
• Identify and mitigate risks by implementing effective risk management strategies.
• Monitor project timelines and deliverables, ensuring adherence to deadlines and quality standards.

Membership and Capacity Building

• Facilitate membership growth by engaging with current and potential members.
• Strengthen member capacities through training, workshops, and resource dissemination.
• Disseminate technical information and updates to members and various association organs.
• Maintain an up-to-date database of members and stakeholders.

Communication and Information Management

• Serve as the primary point of contact for internal and external communications.
• Prepare and distribute reports, presentations, and correspondence.
• Ensure the timely and accurate dissemination of information to members and partners.
• Manage the organization’s filing systems, both physical and digital, ensuring confidentiality and accessibility.

Office Management and Support

• Oversee office supplies and equipment, ensuring availability and functionality.
• Handled incoming and outgoing correspondence, including emails, phone calls, and mail.
• Provide general administrative support to staff and leadership as needed.
• Maintain a professional and organized office environment.

Financial Administration:

• Assist with financial administration, including managing invoices, petty cash, and expense tracking.
• Help with the preparation of budgets and reports for financial tracking purposes.
• Support the finance department by organizing and maintaining receipts and documentation for audits.

Job Type: Full-Time
Duration: Six months, with the possibility of extension
Salary: Negotiable

• A Bachelor’s degree in Environmental Health, Business Administration, Office Management, Management, Accounting, Communications, or a related field is preferred.
• Additional certifications in office administration, project management, or related areas are a plus.
• Minimum of 5 years of experience in administrative support, office management, finance management, facilitation of events, or a similar role.
• Excellent communication, negotiation, and presentation skills.
• Proficiency in English (written and spoken); knowledge of Amharic is an advantage.
• Strong organizational and time-management skills.
• Ability to multitask and prioritize tasks effectively.
• Problem-solving skills and a proactive approach to challenges.
• Strong interpersonal skills and the ability to work collaboratively in a team.
• Female applicants are highly encouraged for the position