Marie Stopes International Ethiopia Senior Program Assistant Jobs

Marie Stopes International Ethiopia Senior Program Assistant Jobs

Job Id: 212240

Category: Admin, Secretarial and Clerical Location: Addis Ababa, Addis Ababa
Salary: As per MSIE Salary Scale

Job Description

1. Job Summary

Working with and reporting to the Deputy Country Director the Senior Program Assistant performs secretarial duties, handles visitors and gusts, manages correspondences and files, provides administrative assistance, and ensures the smooth running of the office Regional Director, Country Director, Deputy Country Director and the Director of Quality & Clinical Services in the day to day activities.

2) Detail Duties and responsibilities

Assist Regional Director, Country Director, Deputy Country Director and the Director of Quality & Clinical Services in the day to day activities;

Plan and perform the administrative functions of Regional Director, Country Director, Deputy Country Director and the Director of Quality & Clinical Services Offices;

Receive and handles visitors, provides appropriate information to enquiries and arranges appointments and meetings of the visitors;

Assist foreign visitors to MSIE by arranging Visas, per diem, hotel bookings, pre and post travel correspondence support and transport arrangements.

Arrange and facilitate venues and logistics required for retreats, all staff meeting, other regional meetings and trainings & workshops organized by MSIE.

Handle all communications including answering and making telephone calls, sending messages, registering and distributing incoming and 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 of Regional Director, Country Director, Deputy Country Director and the Director of Quality & Clinical Services and follow up timely replenishment.

Maintain policy documents, confidential general management files, incoming and outgoing correspondence letters and ensure their 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 for Regional Director, Country Director, Deputy Country Director and the Director of Quality & Clinical Services
Assist Quality & Clinical Services Department on competency assessment data

management.

File and archive the incoming and outgoing correspondent letters and make in a traceable way.

Verify the accuracy of employees travel and per diem related data who took the accommodation services of pre-qualified hotels and settle payment.

Make travel and visa arrangement of all staff for domestic and international flights.

Assist support office departments for the certificate design, recognition letter preparation and colour print of some documents.

Drawing the attention of Regional Director, Country Director and Deputy Country Director to important, sensitive and time-bound information;

Making following-up on the invitation letters for conferences and meetings and ensuring preparation and distribution of documents to the participants.

Performs other similar duties.

Job Requirements

3) Qualification and Experience

BA degree in management with at least 4 years’ of directly relevant experience or Diploma in Secretarial Science and Office Management with a minimum of 6 years directly related experience.

4) Additional Skills Required:

Excellent computer skills – including power point and excel

High level of interpersonal communication & negotiation skills

Fluency in written and spoken English

High personal integrity

Strong work ethics and ability to meet deadlines

Team working and high-level respect to colleagues and visitors

Pro-choice

Number of Position: (01)

Duty Station: MSIE Support Office, Addis Ababa

Employment Type: Full Time

Salary: As per MSIE Salary Scale

How to Apply

Interested and qualified applicants should go to http://ethiojobs.net/docs/MSIE_Job_application_fillable_PDF_form.pdf and fill in all the required field and submit the form with your motivation letter, C.V and copy of your renewed Kebele ID or Passport, within ten (10) days from the date of this announcement to:

Human Resources, Marie Stopes International Ethiopia through the following e-mail address: HumanResource@mariestopes.org.et

Due to the volume of applications, we will only contact shortlisted candidates, and we are unable to provide any feedback on unsuccessful applications.

Please mention the title of the position and work place you applied for on the subject line of your email.

Candidates Who Do Not Follow These Instructions Will Not Be Considered.

Marie Stopes International Ethiopia Senior Program Assistant Jobs