About the Job
The Office Assistant (OA) to the East Africa Representative is located in the German Leprosy and Tuberculosis Association (DAHW/GLRA) East Africa Regional Office and reports to the Regional
How you can make a difference:
German Leprosy and TB Relief Association), founded in 1957, is a non-governmental organization is active in 17 countries globally and operating in the fields of neglected tropical diseases, Tuberculosis, inclusion as well as humanitarian assistance. Our East Africa Regional Office serves as strategic, technical and managerial competence hub.
DAHW/GLRA East Africa office is seeking candidates who transform, inspire, and deliver high-impact and sustained results; we need staff who are transparent, and exceptional in how they manage the resources entrusted to them and who commit to delivering excellence in program results.
Job Purpose:
The Office assistant provides senior-level communications, administrative and secretarial support, maintaining full confidentiality in all aspects of assignments, maintenance of protocol procedures, information flow, and follow-up on deadlines and commitments made. The OA also provides organizational functions to the regional office in terms of providing effective communications support; ensuring facilitation of knowledge building and management; providing logistical support; and coordinating the secretarial services.
You would be responsible for:
- Ensures optimal communication flows between the Representative and the staff of the regional office, as well as external counterparts, through effective use of written, verbal, and electronic communication.
- Logs and routes incoming documents from the Representative to the Regional Representative to staff for action; reviews and ensures conformity to DAHW/GLRA’s guidelines and procedures of all outgoing correspondences and submits for the Representative’s signature.
- Drafts non-substantive correspondence takes dictations and types correspondence, documents, and reports ensuring that spelling, punctuation, and format are correct; and in consultation with other staffs to requests for information, which may be of a confidential nature, in a timely, discrete and accurate manner.
- Researches files, collects requested information, and organizes material to meet the Representative’s needs. This includes preparation of information and/ or briefs, summaries, and background documentation required by the Representative for all official missions and special meetings.
- Assembles briefing materials and prepares PowerPoint and other presentations including computer-generated visuals such as graphs.
- Undertakes logistical administrative, and financial arrangements in consultation with the Finance and Operation Coordinator/ Operations assistant, for meetings and workshops organized by the Representative’s Office.
- Sets up and monitors the filing system and a follow-up system for the Regional Office. Organizes and maintains the filing system for the Representative’s Office. Maintains up-to-date electronic mailing lists.
- Responsible for protocol matters and liaising with Ministries, Embassies, and high-level development partners. Manages the Representative’s calendar and schedule of appointments and meetings. Receives high-ranking visitors/officials. Takes minutes and/ or notes as required, and answers and screens call with tact and discretion.
- Makes travel arrangements for the Representative. Monitors the budget of the Representative’s Office, sets up and manages administrative files on the Representative’s mission travel, and mission reports, administers’ the Representative’s leave attendance, and coordinates the preparation and updating of the Representative’s travel plans.
- Facilitate the flow of information/communication between the Representative and Program offices and Units within and outside the office;
- Any other duties assigned by the Representative
Work Relations
Internal contacts include Finance and operation units, Program team and program offices in Ethiopia, South-Sudan, Tanzania and Uganda.
External partners include project implementation partners, Government ministries, academic institutions, professional societies, LNGOs and IGOs.
About You
Qualifications and Experience:
Education:
- Completed Secondary Level Education required. First-level university degree desirable.
- An additional certificate of formal training from a recognized institution in the area of office administration/management and Secretarial Studies is an asset.
Qualifications:
- The minimum qualifications include a Diploma in a relevant field, exceptional written and verbal communication skills, First-level university degree desirable and at least 3 years of experience in an administrative role. The candidate should also demonstrate a keen understanding of office management systems and procedures, and the ability to handle sensitive information with discretion.
Knowledge and Experience:
- Minimum of 3 years of working experience in administration and/or senior secretarial level is required;
- Excellent communication skills and the ability to draft correspondence in a clear, accurate, and concise manner; Possession of tact and discretion;
- Strong interpersonal, planning, organizational, and multi-tasking skills and the ability to work independently whilst managing conflicting priorities with minimum supervision;
- Previous work experience and knowledge of protocols within the INGOs is an additional advantage;
- Experience in working German based organization is advantageous
- Ability to work harmoniously in a multi-cultural and multi-ethnic environment respecting cultural and religious diversity;
- Computer literacy – Word, Excel, PowerPoint, publisher, etc.;
Required Competencies:
Values:
- Exemplifying integrity,
- Demonstrating commitment to DAHW/GLRA,
- Embracing cultural diversity,
- Embracing change
- Functional Competencies:
- Managing the organization’s financial resources
- Providing procurement services
- Ensuring facilities and assets management
Required Skills
- Microsoft Office Pack: Word, Excel, Access, Publisher, Outlook, Powerpoint
- Communication
Please send your application directly to Mihret Hussien at [email protected].
NOTE: Closing date: seven working days from the posting date.
More Information
- Address Ethiopia
- Experience Level Mid level
- Total Years Experience 0-5
