Executive Assistant (2 Positions)

Job Description

LonAdd HR Consultancy Plc (www.lonadd.com) is a Recruitment & Outsourcing Company based in Addis Abeba, Ethiopia, with branch offices in Dukem and Hawassa. 

We are looking for a highly qualified and competent Executive Assistant for The Ethiopian National Dialogue Commission (ENDC) that was officially established through the Proclamation (No. 1265/2021) that was passed by the House of People’s Representatives in February 2022.

About the commission

The Ethiopian National Dialogue Commission (ENDC) was officially established through the Proclamation (No. 1265/2021) that was passed by the House of People’s Representatives in February 2022. The Commission is established to independently lead, coordinate and broker efforts aimed toward an inclusive and participatory national dialogue. Eleven Commissioners were nominated through an open process to lead the process for 3 years.

Upon its establishment, the ENDC, as defined in the Proclamation, was assigned to perform specific tasks including:

i)  facilitating consultation among the various segments of society by identifying the root causes of the differences on fundamental national issues and filtering the thematic topics on which the discussions will take place,

ii) implementing an effective national dialogue process by ensuring it is inclusive, transparent, led by a competent and impartial facilitators, with a clear focus on the cause of disagreements, guided by key principles of impartiality and integrity, and have a clear plan to implement the results of the consultations;

iii) establishing a system of deliberations that will improve the relationship among the different segments of the population as well as between the public and the government so as to enable the creation of new political dispensation that is marked by mutual trust and constructive engagement;

iv) supporting the implementation of the recommendations emerging from the dialogues and build an open and democratic system of trust between citizens, the government and the people at all levels;

v) support for the development of a political culture that can solve internal problems that have been simmering for generations through dialogue and create a conducive environment for the building of a democratic system;

vi) laying the social and political foundations on the basis of which current problems can be solved in a sustainable manner, ensuring lasting peace; and

vii) laying a firm foundation for national consensus and the building of a state with strong legitimacy. 

The task of ENDC is a huge undertaking that needs the support and contribution of qualified technical experts and professionals who can efficiently engage in the planning and implementation of the different levels of dialogue and other operational activities. 

Job Purpose

The ENDC is seeking to fill  Executive Assistant positions who will be responsible to provide all-round administrative and management support to the Chief Commissioner and the Deputy Chief Commissioner of ENDC in keeping with the profile, dignity, and confidentiality of the office, ensuring proper maintenance of protocol procedures, management of information flow and follow-up on deadlines and commitments made in all facets of the work of the Chief Commissioner/ Deputy Chief Commissioner, working in close collaboration with the Chief and Deputy Commissioners, Head of the NDC Secretariat and other members. He/She will coordinate and maintain the Chief Commissioner’s/ Deputy Chief Commissioner’s calendar, including contacts with high-ranking visitors, arrangement of appointments and meetings, acting as an interpreter when required, and/or taking minutes.

Responsibilities and Accountabilities

• Monitor and organize the Commissioner’s workflow, filtering and prioritizing demands on his/her time and attention, ensuring important/urgent work is actioned or delegated appropriately
• Manage the Commissioner’s electronic diary, organize travel/visas/accommodation and travel programmes (locally and internationally)
• Help plan and prepare for the Commissioner’s official visits
• Coordinate drivers’ distribution by managing the calendar of travel requests for driving services, submitted by the Commissioners
• Acting as the first point of contact for the Commissioner and handling his/her telephone calls, emails, correspondence, and visitors
• Coordinate and process communications, manage the Commissioner’s papers and electronic correspondence, and provide direct responses as required. This will involve receiving, sorting, and prioritizing mail, and emails, redirecting as appropriate, and drafting responses to all routine correspondence independently
• Log and record communications and responses (such as letters, emails, and meeting notes) in an appropriate filing system. This will include handling and maintaining policy, confidential and general management files including all correspondences
• Oversee protocol matters involving high-level engagements of the commissioners with local and international authorities
• lead on arranging meetings with external contacts as well as meet and escort the Commissioner’s visitors by liaising with the relevant team as required
• Building and maintaining strong and productive relationships with other departments and special assistants across the Commission to ensure deadlines are met and briefings/papers are ready in advance of the Commissioner’s various meetings
• Perform any other task assigned by the Commissioner

Type (Regular or Short term): Regular

Office- or Home-based: Ethiopian National Dialogue Commission

Expected starting date: Up on signing of the contract

Expected Duration: One year, renewable upon satisfactory performance and availability of funding

Job Requirement

Qualification and Experience Required/desired

• Advanced university degree in Business Administration/Social science with specialized secretarial training or related field
• A minimum of 6 years’ experience in an executive assistant position and role
• Experience in working on High Level /or fast-paced multifaceted environments/projects
• Demonstrated ability to pro-actively lead on key pieces of complex work with limited support and flexibly respond to new priorities as they arise
• Readiness to work in a fast-paced environment, attention to detail, highly adaptable and can meet tight deadlines
• A willingness to do some out-of-office hours when necessary (time off instead of extra hours worked is provided as appropriate
• Excellent IT skills including working knowledge of MS Office packages
• Ability to integrate knowledge with broader strategic, policy, and operational objectives
• Ability to identify issues, formulate opinions, and make conclusions, and recommendations. Duty station, Addis Ababa
• Professional fluency in the English and Amharic language, both oral and written/editing; knowledge of other national languages is an advantage

Competencies Required

• Achievements of Results: Plans and monitors own work, pays attention to details, delivers quality work by the deadline
• Think Innovative: Open to creative ideas/known risks, is a pragmatic problem solver, makes improvements
•  Learn Continuously: Open-minded and curious, shares knowledge, learns from mistakes, asks for feedback Open minded and curious, shares knowledge, learns from mistakes, asks for feedback
• Adapt with Agility: Adapts to change, constructively handles ambiguity/uncertainty, is flexible
• Act with Determination: Shows drive and motivation, able to deliver calmly in face of adversity, confident
• Engage and Partner: Demonstrates compassion/understanding towards others, forms positive relationships
• Enable Diversity and Inclusion: Appreciate/respect differences, be aware of unconscious bias, confront discrimination

Cross-Functional Competencies- Functional/ Technical Competencies: 

• Ability to administer administrative processes and transactions
• Ability to perform work of confidential nature and handle a large volume of work
• Good knowledge of administrative rules and regulations
• Good IT and web-based management skills
• Overall document (hard or electronic) management
• Registry and retention policy including storing and archiving
• Ability to collect, register, maintain and deliver mail and ENDC pouch
• Ability to manage archives
• Knowledge of policy & procedures on fleet management
• Ability to manage events, including venue identification, accommodation, logistics, catering, transportation, cash disbursements, etc.
• Knowledge of travel policy and procedures
• Ability to interpret travel policy, rules, administrative circulars, financial regulations, and rules on travel-related matters
• Ability in multitasking
• Ability to give attention to detail