Monday, Oct 22, 2018

Organization Unit: CEWARN

Job Category: General Support

Job Group: Project

Position Title: Program Assistant

Position Grade: GS 

Duty Station: Addis Ababa, Ethiopia

Accountable to: Director of CEWARN

Eligibility:  This position is open to Ethiopian nationals only 

Job Summary

Under the overall direction of the Director of the CEWARN Office the Program Assistant is responsible to organize and coordinate office operation and procedures to ensure organizational effectiveness and efficiency

Duties and Responsibilities:

  1. Oversee and set up office operations and procedures;
  2. Maintain office equipments;
  3. Design filing systems and ensure that filing systems are maintained and up to date
  4. Define procedures for record retention and ensure protection and security of files and records;
  5. Ensure effective transfer of files and records and dispose records according to retention schedules and policies;
  6. Ensure personnel files are up to date and secure;
  7. Plan and implement office systems, layout and equipment procurement;
  8. Review supply requisitions;
  9. Maintain and replenish inventory, check stock to determine inventory levels and anticipate needed supplies;
  10. Verify receipt of supply;
  11. Arrange and service internal and external meetings, workshops, etc. and take the necessary logistical arrangements;
  12. Make necessary transport booking and purchasing in accordance procurement procedures
  13. Assist and give support to staff in purchasing process;
  14. Respond to general inquiries regarding programs and project activities;
  15. Liaise with other agencies, organizations and groups on office operations and procedures;
  16. Mange and control correspondences; compose letters when requested, ensure that all correspondence is mailed in a timely manner;
  17. Prepare time sheets;
  18. Supervise and provide support to subordinate employees;
  19. Keep stock records of stationeries and ensure replenishment;
  20. Ensure facilities are in good condition;
  21. Monitor and record phone calls;
  22. Perform other related duties as required

Knowledge:

The incumbent must have proficient knowledge in the following areas:

  • Knowledge of Office Administration
  • Ability to maintain a high level of accuracy in preparing and entering information

Skill:

  • Excellent interpersonal skills;
  • Analytical and problem solving skills;
  • Effective verbal and listening communications skills;
  • Attention to detail and high level of accuracy;
  • Excellent and demonstrable event management abilities;
  • Very effective organizational skill;
  • Effective written communications skill;
  • Computer skill including the spreadsheet and word-processing programs, and e-mail at a highly proficient level.

Personal Attributes

The incumbent must maintain strict confidentiality in performing the duties of office manager; must also demonstrate the following personal attributes:

Be honest and trustworthy, be respectful, possess cultural awareness and sensitivity, be flexible and demonstrate sound work ethics

Physical Demand

The Program Assistant will spend long hours sitting and using office equipment and computers, which can cause muscle strain. 

Environmental Conditions:

The incumbent shall be located in a busy area of the office and will be faced with constant interruptions and must meet with others on a regular basis.

Sensory Demands:

The incumbent must spend long hours in intense concentration and must also spend long hours on the computer entering information which requires attention to detail and high level of accuracy

Mental Demands:

There are a number of deadlines associated with this position, which may cause significant stress.  The incumbent must also deal with a wide variety of people on various issues.

Education:

Degree in Office Management/Administration or Administrative Management from a recognized institution

Work Experience:

At least five years of experience in the relevant field for diploma and three for degree.

How to apply

Only candidates who meet the profile of the minimum qualifications, experience and core competences stated above can apply. Application accompanied by the candidate’s detailed CV, copies of both academic and professional certificates and testimonials, names and addresses of three reputable referees and give the candidate’s contact details must be addressed to the following address and must be e-mailed / submitted in such a way that they are received on or before 2:00pm on 24th October 2018 . Any application received after this deadline will not be considered. The for application with the subject line “ Program Assistant” should be made to:

The Director, Administration & Finance, IGAD,

Avenue Georges Clemenceau,

  1. O. Box 2653

E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.,

Copy to:  This email address is being protected from spambots. You need JavaScript enabled to view it.

 

IGAD is an equal opportunity employer. Female candidates are encouraged to apply.

 

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