Executive Assistance

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Executive Assistance position who meet the following requirements to apply. 

PURPOSE OF THE ROLE

We are looking for a responsible Executive Assistant to support the NEBE Chairperson in a timely and professional manner. S/he will provide high-quality administrative and clerical assistance to Chairperson and other top-level executives. The Executive Assistant’s main duties include scheduling meetings, making travel arrangements, and organizing daily calendars. To be successful in this role, the candidate should be proactive, meet deadlines and communicate effectively.

MAJOR RESPONSIBILITIES

• Manage daily calendars of the Chairperson;
• Plan and coordinate appointments, meetings and other events with the chairperson;
• Act as the point of contact between the Chairperson, external guests and employees;
• Create regular reports and update internal databases;
• Providing secretarial service to the executive management;
• Make travel arrangements and hotel booking for the Chair;
• Monitor, screen, respond to and distribute incoming communications;
• Respond promptly to managers, visitors and staff queries;
• Prepare and edit correspondences, communications, reports and other documents;
• Prepare internal and external corporate documents for team members and visitors;
• Research, analysis and presentation of relevant information gathered from diverse sources;
• Support in the preparation of reports, background papers, studies, concept notes and  talking points;
• Manage incoming and outgoing correspondences;
• Suggest more efficient ways to run the office and troubleshoot malfunctions;
• Perform other tasks assigned by Chairperson.
• Perform other tasks assigned by supervisor.

Required number: One

 Reports to: Deputy Board Chair Person, HQ office of NEBE

Duty station: NEBE Head Quarter, Addis Ababa

  Expected Start Date:   Immediately after concluding the contract

• BA degree in Management, Business management, Business Administration, Office Management Communication, Journalism, Marketing and related fields

• Minimum of 6 years proven work experience as a Senior Executive Assistant, Executive Administrative Assistant, Senior Office Secretary or similar role.

• Ability to remain highly organized while handling multiple tasks under tight deadlines
• Willingness to adhere to all principles of confidentiality
• Conduct self with integrity and function ethically
• Solid experience of office management systems and MS Office
• Experience using office equipment, including printers and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and prioritize work
• Strong interpersonal skills to assist non-technical individuals with complex technical issues
• Multi –tasking;
• Not be a member of any political party
• Must value operating in a collaborative and cooperative environment