EXECUTIVE AND MANAGEMENT ASSISTANT 135 views

French Development Agency (AFD), Addis Ababa country Office, is hiring a qualified Ethiopian national to fill the position of EXECUTIVE AND MANAGEMENT ASSISTANT.

about AFD:

AFD, the French bilateral donor agency (public development finance institution) has spent more than 70 years working to alleviate poverty and support economic development in more than 90 developing and emerging countries and France’s overseas territories. In 2019, AFD authorized more than EURO 14 billions of project funding worldwide.

AFD established in Ethiopia in 1993 (international calendar). AFD commitments (grants, guarantees, and soft loans to the Government or Public Utilities) in Ethiopia are focused on infrastructures for urban development (water and sanitation, solid waste management, transportation and city planning), energy, economic reforms, support to SMEs, heritage, and agriculture.

AFD country office in Addis Ababa is a 10 personal’ structure.

 the MISSION:

• Assistant to the AFD Country Director
• Office Management
• Accounting and budget assistant
• Focal Point Human Resource
•  Project disbursement

the position:

Reporting directly to the Head of AFD in Ethiopia, the executive assistant is based in Addis Ababa with overall responsibility of identifying / managing / following up of

• Executive assistant: Prepare correspondence and carryout secretarial duties for the AFD Director, Prepare the missions (visa invitation letter, confirming scheduled meetings, organizing logistics) for the delegations from headquarters or other regional AFD offices or for the country office staff
• Office management: Follow-up of the incoming & out-going letters, up-date the delivered nonobjection sheet, Follow-up of the phone book
• Logistics : Coordination of the liaison officer and driver’s schedule according to the meetings and other office needs, manage project archive documents

 Under the supervision of the Head of AFD in Ethiopia, and in close partnership with AFD Headquarters colleagues (Paris-based) and AFD Regional office based in Nairobi (DRAE), the responsibilities as a management assistant will include for instance:

• Treasury: In charge of the provisioning of all bank accounts, In charge of the provisioning of all bank cash, Payments of suppliers and administrations and Follow up and filling of the cash box
• Accountancy: Prepare weekly accounting documents, Follow up de accounting archive, Follow up on the formality of VAT reimbursement and Send accounting documents to the DRAE (AFD Regional office based in Nairobi)
• Budget: Identify the needs to facilitate the preparation of the budget for the Deputy country director
• HR: Follow up of the social security(Henner) reimbursement, Prepare the monthly down payment of the CG, Preparation of the mission per diems, Follow up on leaves, sickness, and absenteeism. Prepare a note verbal for the management interim, Following the formality related to bank authorization, Sending all information necessary for the preparation of salary to the DRAE, and Sending all information necessary for the preparation of loan to the DRAE
• Project disbursement in ETB: Preparing the weekly CRH table sheet to be sent to the Headquarters and the DRAE and Preparing the payment in ETB if needed

Terms of employment 

• Open-ended contract of service after a 90 working days probation period / Nondisclosure agreement
• Attractive salary (commensurate with the level of education and working experience), and bonus
• Social benefits package (inpatient and outpatient medical care, pension fund subscribed by AFD for the employee)
• Short-term training program in Ethiopia and abroad.

 POSITION REQUIREMENTS (knowledge, skills, and abilities):

• Degree in finance, accounting, and/or administration or similar qualification, with at least three years of relevant experience in a reputable organization;
• A minimum of knowledge in accounting;
• Strong organizational skills and time management;
• Ability to draft official letters;
• Advanced Microsoft Office skills including Word and Excel;
• strong interpersonal skills and ability to work in a team and independently;
• Good client relationship and aptitude;
• Excellent communication and writing skills in English; knowledge of French expected.