Purpose:

We are looking for a competent Executive Secretary/Office Manager to support high-ranking officials in our center,Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.

The executive secretary works to provide administrative support to promote all activities of the Center under the guidance and supervision of the Center Head/Project Manager.

Job Duties and Responsibilities:

Under the supervision the Head of ACEWM, the Executive Secretary shall:

• Program planning and coordination, scheduling and communications
• Assist the Centre Leader/project manager to coordinate project activities
• Assist information and communication with project progress partners
• Assist in coordinating placement of students for internship programme and student/staff exchange programme
• Keep all records on the project and assist in reporting on the project
• Organize all meetings related to the project implementation including maintain executive’s agenda
• Attend meetings and keep minutes
• Receive, direct and relay telephone messages and fax messages and respond to public inquiries
• Maintain the general filing system and file all correspondence
• Assist in the planning and preparation of meetings, conferences and conference telephone calls
• Make preparations for ACEWM Management and committee meetings
• Maintain a sufficient inventory of various supplies and request new supplies
• Provide word-processing and secretarial support
• Type and keep confidential documents on a Microsoft office and application
• Perform other related duties as required
• Make travel arrangements for all project related activities
• Maintains contact information and various Administrative databases
• Assist information and communication with project progress partners
• Carry out regular checks of inventory and building/office condition to identify any areas where improvement is needed
• Perform other duties as assigned

Job Requirement

Skills/Qualifications

• Proven experience as executive secretary or office administration/similar administrative role
• An understanding of relevant legislation, policies and procedures
• Strong interpersonal skills and the proven ability to establish and maintain effective working relations with people, and to interact effectively with a wide range of stakeholders in a multicultural setting, with sensitivity and respect for diversity
• Outstanding communication skills, both in written and verbal communication and negotiation abilities
• Project management experience, especially of projects involving complex problems and multiple competing interests and factors, is essential
• Analytical and problem-solving skills
• Decision making skills
• Excellent organizational and time-management skills
• Proficient in MS Office and “back-office” software (e.g. ERP)
• Familiarity with basic reporting techniques
• Have good experience in planning and managing daily activitiesin busy environment

Education and Experience

• A in Secretary Science and related fields
• Five (5) year experience in Executive secretary/office management, of this two year similar experience in higher educational institute or research center project management is required.

How to Apply

Applicants who are interested and meet the minimum requirement are kindly requested to apply cover letter, CV and credential documents within 10 working days of the notice to the Africa Center of Excellence for Water Management (ACEWM), College of Natural and Computational Sciences Addis Ababa University (Arat kilo campus)- New Build 28, 4^th floor, and office No 403.

Tel: +251118122975