Office Assistant

About the Organization

Ethiopian Midwives Association (EMwA) is a legally registered, autonomous, and not-for-profit professional association established in 1992 and re-registered under the new civil society proclamation. EMwA operates in all regions of Ethiopia and works for the quality of midwifery education and care. EMwA has been a member of the International Confederation of Midwives (ICM) since 1993.

The primary goal of EMwA is to contribute towards the reduction of maternal and child mortality and morbidity in Ethiopia, which are the Sustainable Development Goals (SDGs) global initiatives. The vision of the association is to see every woman, newborn, and their family have access to standard midwifery care. The mission of the association is to promote and enhance the expansion, performance and status of the midwifery profession through adapting quality and evidence based practices; adhering to the code of ethics and conduct empowering the professionals.

Job Summary

Under the supervision of the Executive Director and following the EMwA's policies and procedures, the Secretary Cashier Human Resources Management is responsible for the execution of all administrative matters and cash management. S/he receives and handles visitors, provides appropriate information to enquiries and arranges appointments and meetings as appropriate. S/he also arranges and facilitates venues and logistics required for meetings and workshops. She/he also handles Human Resource matters and administrative matters.

Department: Finance and Admin Department Reports to: Finance and Admin Department Job Category: Professional

Key Responsibilities

• Plan and organize the clerical activities and carry out administrative functions.
• Receive and handle visitors, provide appropriate information to enquiries and arrange appointments and meetings or organize workshops as appropriate.
• Arrange and facilitate venues and logistics required for meetings, other meetings and trainings and workshops organized by the association.
• Arrange necessary facilities for meetings to take place at the office.
• Handle communications including answering and making calls, type and compose letters, memos, register and distribute incoming/outgoing correspondences, keep complete and updated important contacts.
• Collect, respond and dispatch mails from and to post office and emails timely and appropriately.
• Ensure proper management and safe custody of both soft and hard copy of important and confidential documents.
• Receive letters, memos, messages and telephone calls and transfer to the respective person; ensure the office is neat and clean at all times.
• Maintain proper records of all incoming and outgoing letters and documents/files.
• Draft and write letters and memos and give replies to general queries as instructed.
• Follow up pending items of the office and inform the situation of the matter.
• Prepare requests for purchase of stationery and representation for guests of EMwA.
• Responsible for keeping office documents, such as Minutes and Agreements.
• Maintain a petty cash that operates on a revolving fund system and effect payments for minor expenses.
• Perform other duties assigned to him/her by the immediate supervisor.
• Provide assistance to the HR Department and other human resource related tasks. This includes posting jobs, screening resumes, coordinating interviews and supporting employee onboarding and training initiatives.
• Assist with various HR administrative duties to ensure smooth operations within the department.
• Assist the Executive Director and Deputy Executive Director with arranging, scheduling and coordinating meetings.

Required Qualifications

Education:

• BA/Diploma in Office Management, Business Management, Administrative Secretary, Administrative Service Management and Technology System.

Experience:

• 3/5 years of relevant experience on a similar/related position.
• Experience in I/NGO environment and/or working in donor-based projects are advantageous.

Additional Training:

• Computer Training Certificate.
• Customer handling training Certificate is an added value.

Languages:

• Fluency in spoken and written English and Amharic.

Desired Criteria (An Asset):

• Experience in I/NGO environment is advantageous.

Required Skills and Competencies

• Ability to maintain confidentiality and foster trust and respect.
• Self-motivated and highly organized, detail oriented.
• Flexible and able to work well under pressure and prioritizing ability.
• Exhibit a desire to support a large number of people.
• Strong team player.
• Good facilitation skills.
• Good cash management skill.
• Strong MS office and the ability to use new technology.
• Knowledge of petty cash management.
• Attention to detail.
• Analytical thinking and problem-solving skills.
• Excellent communication and interpersonal skills.

How to Apply

Interested applicants should submit only their updated CV in PDF format to: recruit@emwa.org.et

Important Notice:

• Email Subject: Applying for Office Assistant
• Submit only one PDF file containing your CV.
• Do not attach any additional documents.
• Applications containing documents other than the CV will be automatically rejected.

Female applicants are strongly encouraged to apply.

For more information Tel No. 0963-065594