The Lutheran World Federation, Department for World Service Executive Assistance Jobs in Ethiopia

The Lutheran World Federation, Department for World Service Executive Assistance Jobs in Ethiopia

Job Id: 223519

Category: Admin, Secretarial and Clerical, Business and Administration

Location: Addis Ababa

Career Level: Mid Level ( 2+ - 5 years experience)

Salary: As per the organization scale

Job Description

Lutheran World Federation (LWF/WS – Ethiopia) is a registered foreign charity which has been operating in Ethiopia since 1973 implementing various development and humanitarian projects in different parts of Ethiopia. LWF is currently looking and invites qualified candidates to apply for the following vacant position.

Key Responsibilities:

Reception & hospitality –

Incoming calls, correspondences, reports and visitors.

Administrative –

Coordinates activities of the Office, prepares agenda and collects materials for meetings, speeches, and conferences and keeps records of proceedings

Coordinates and facilitates the Resident Representative’s calendar to arrange appointments and meetings;

Drafts letters, reports, memos, etc. for review and approval;

Responsible for preparing, typing, printing, copying, compiling and dispatching documents;

Develop online surveys upon request in consultation with the OfR and/or the PU;

Liaison –

As liaison between the Resident Representative and other unit staff, transmit directives, instructions and assignments and follows up an reports on status of assignments/instructions;

Documentation/Archiving –

Maintains impeccable filing system for correspondences and other records;

Establishes and maintains filling and records management systems;

Ensures that records are managed in country program according to established policies and procedures;

Locate and extract information and materials from file.

Event Organizing –

Regularly updates and posts/displays the LWF World Service Ethiopia Calendar of Events;

Arranges/organizes meetings/workshops in consultation with the Representative and/or the

Program Coordinator albeit with minimum supervision.

Prepare online Monkey surveys to collect feedback on the event in collaboration with unit hosting the event for continuous learning and improvement.

Travel

Handle hotel

reservations for travelers to and from the organization and handle all air travel reservation and plane ticket matters for business travels;

Ensure that every visa requirements has been checked and guests advised prior to travel
Handle visa and travel permit arrangements and hotel reservations for visitors;

Ensure that for every visitor receives the LWF Welcome kits, Updated project Visitors’ briefs (projects), and latest security briefing matrix and LWF Emergency Contact Numbers by email prior to arrival in close consultation with the relevant unit.

Communications

Facilitate communications with Geneva Office, Partner Offices and Government Offices;

Update LWF World Service Ethiopia website in consultation with the OfR and the PU and the support of the IT Consultancy Firm

Employment Term: up to December 2019 with extension for the following year

Job Requirements

Qualification:

Bachelor Degree in business administration or Public Administration or Management or Secretarial Science and Office Management or any other related fields with minimum of 3 years relevant experience

Additional Requirements:

Excellent communication skill both verbal and written

Familiarity with computer operating systems, the internet and database technology

Substantial experience in managing records in a complex organization

Ability to work independently

Good interpersonal skills and ability to work successfully in a team environment

Highly self-motivated

NGO experience is highly appreciated

How to Apply

Interested candidates who meet the above requirement can send ONLY detailed C.V and application letter through Ethiojobs.net

LWF World Service Ethiopia is an equal opportunity employer. LWF World Service Ethiopia considers all applicants based on merit regardless of sex, color, religion, ethnicity, age, marital status or disability except for affirmative action to bring gender equity.

Women are encouraged to apply

Only short-listed applicants will be contacted

The Lutheran World Federation, Department for World Service Executive Assistance Jobs in Ethiopia