Working with and reporting to the Strategy and Development Director the Administrative Assistant will be in charge of the following:
Objectives:
Administrative Assistant contributes for the efficient and effective utilization of the staff and management of administrative issues.
1) Overall Responsibility
Working with and reporting to the Strategy and Development Director the day to day activities of the office, performs secretarial duties, handles communications, providers the Administrative Assistant and ensures the smooth running of the office as a whole. Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative issues.
2) Detail Duties and responsibilities
Assist the Strategy and Development, Program and Integrated marketing team and department Directors in the day to day activities of the respective department functions.
Plan and organize the activities of the Director’s office and carry out all administrative functions as required
Receive and handles visitors, provides appropriate information to enquiries and arranges appointments and meetings, organize workshops and
Assists foreign visitors to MSIE by arranging Visas, hotel bookings and transport arrangements
Arrange and facilitate venues and logistics required for meetings, biennial meetings s, all staff meetings, other regional meetings and trainings & workshops organized by program, Integrated Marketing and SD departments Based on the need arise from Departments schedule meetings and Prepare meeting agendas
Handle communications including answering and making telephone calls, sending messages, registering and distributing incoming / outgoing correspondences, keeps important lists of names, addresses and telephone numbers
Write short memorandums, types correspond, composes letters, memo, formats, etc
Ensure availability of appropriate supplies in the office and follow up timely replenishment
Maintain policy documents, confidential and general management fillies; ensures adequate management and safe custody
Ensure the timely collection, prompt distribution and dispatch of mails
Handle petty-cash for payment of small expenses as appropriate and ensures its timely replenishment
Job Requirement
1) Qualification and Experience
Diploma in Secretarial Science and office Management and a minimum of 2 years directly related experience.
2) Additional Skills
Reporting Skills both in Amharic and English ,
Administrative Writing Skills, Microsoft Office Skills,
Excellent computer skills – including power point and excel
High level of interpersonal communication & negotiation skills
Fluency in written and spoken English
High personal integrity and professionalism
Strong work ethics and ability to meet deadlines
Carry out all administrative functions
Receive and handles visitors, provides appropriate information to enquiries and arranges appointments and meetings; organize workshops and retreat programs
Assist foreign visitors to MSIE by arranging Visas, Hotel booking, and transport arrangements
Arrange and facilitate venues and logistics required for meetings, biennial retreats, all staff meeting/retreat, other regional meetings and trainings & workshops organized by MSIE
Handle all communications including answering and making telephone calls, sending messages, registering and distributing incoming / outgoing correspondences; keeps important lists of names, addresses and telephone numbers
Write short memorandums, types correspondences, composes letters, memo, formats etc…
Ensure availability of appropriate supplies in the office and follow up timely replenishment
Maintain policy documents, confidential and general management files; ensure their adequate management and safe custody
Ensure the timely collection, prompt distribution and dispatch of mail
Handle petty-cash for payment for payment of small expenses as appropriate and ensures its timely replenishment
Perform all other duties assigned by supervisor Department Directors.