Executive Secretary is responsible for providing overall assistance to the Country Director CD). She handles correspondences, receives guests and customers, keeps information, and receives messages and thereby carries out other secretarial duties of the Country Director’s office

SPECIFIC DUTIES AND RESPONSIBILITIES:  

• Organizes and runs the office of the CD so that her/his work could be facilitated;
• Screens and schedules appointments and visitors for the CD
• Type circulars, memos, reports, confidential letters, etc.;
• Maintains the integrity and confidentiality of all records and information of WAF;
• Facilitate international and national travels to CD, and other staffs;
• Drafts, edits and reviews documents as required;
• Gives replay to basic letters and queries;
• Informs the CD about phone calls, meetings, and other engagements;
• Receives telephone calls and messages;
• Takes minutes at management meetings as requested by the CD;
• Ensures the availability of sufficient stock of stationery for CD’s Office and follows up the replenishment;
• Keeps up to date address and list of Board members, donors and other stakeholders;
• Sends and receives e-mails and faxes;
• Registers and gives reference numbers to all outgoing letters;
• Directs e-mail messages, letters and faxes to the right person or work unit;
• Ensures the timely and efficient dispatch and receipt of all communications.
• Ensures that letters, faxes, electronic communications, etc. are appropriately numbered
• Ensures the central files are managed properly by using WAF’s filing system;
• Ensures the proper filing of all incoming and outgoing mails to the CD’s Office such that efficient and swift retrieval is possible;
• Keeps records of all minutes, policies etc. established by SMT and the Board and;
• Provides assistance and support the CD and to other departments in their filing needs.§ Requests stationary and other supplies for administrative use;
• Keeps the confidentiality of files and documents and ensures that the lateral files and filing cabinets are properly kept locked;
• Maintains a register to dispatch mails, parcels;
• Operates office machines as required and handles other equipment properly and safely;
•  Stamps titers and logo on outgoing letters;
• Perform other duties as assigned by the Supervisor.

Job Requirements

EDUCATION/TRAINING

• Bachelor's Degree or Diploma (10+3) in Secretarial Science, Business Admin or related fields

EXPERIENCE

•  2/6 years of work experience as Secretary.

TECHNICAL AND OTHER SKILLS

• Proficient in computer skills (MS word, Excel, Power Point) and Internet browsing skills
• Good Communication and Interpersonal Skill
• Proficiency in verbal and written English and Amharic languages

How to Apply

All interested candidates can send updated CV with application letter via CLICK HERE

Note that ONLY QUALIFIED CANDIDATES who fulfill the criteria will be invited for Interview.