Assistant to National Director
SOS Children's Villages
- Addis Ababa
- Permanent
- Full-time
- Provide administrative assistance to the National Director, including managing calendars, scheduling meetings, and handling correspondence
- Providing necessary support for official visitors and consultants, ensuring proper
- Receives letters, memos, reports, and messages sent to the Office by e-mail, and telephone, in person and pass these to the concerned unit as appropriate. Prepares replies to general and simple queries;
- Directs written or verbal messages of the National Director to concerned offices or individuals and program locations of SOS CVE and makes follow-ups of the same as necessary.
- Receives the National Director’s and Deputy National Director’s visitors to the office properly, provides first-hand information to general queries, and arranges for visitors to see the staff they may want to see.
- Drafts and writes letters and memos and gives replies to general queries as required.
- Check documents before passing them for the signature of the Directors;
- Organized filing system of all incoming and outgoing mail and documents including proposals, reports, and donor requirements; assisted in fixing appointments with different partners and government offices.
- Takes minutes for the different meetings including Management Meetings
- Track decisions made by the Management Team.
- Compile various reports and data for further use by the National Director
- Support and liaison with the HROD, Finance that requires the approval of the National Director.
- Makes records of all incoming and outgoing documents of the office.
- Ensure communication and documentation are handled in high confidential matter and prioritize and determine the appropriate course of action or response based on the requests.
- Provide administrative assistance to the National Director, including managing calendars, scheduling meetings, and handling correspondence.
- Communicates with individual participants on the place, time, and agenda of the workshop.
- Assists the National Director and Deputy National Director in arranging and executing routine administrative tasks;
- Arrange travel and process traveling itineraries for the ND and assigned co-workers.
- Liaise with projects that are scheduled to be visited by National Director and Deputy National Director.
- Work with different functions on upcoming events, commitments, and responsibility following up appropriately.
- Responsible to take part in awareness-raising sessions capacity-building training in relation to Child Safeguarding to prevent and protect children and young people from all forms of abuse, abandonment, exploitation, violence and discrimination
- Support children and young people to make them understand the CS risks and protection mechanisms
- Responsible to report any CS suspicion, concern, allegation or incident immediately, following Child Safeguarding reporting procedures. CS reports should be made to the CS team at programme level and/or to the respective line manager
- Education:BA Degree in Secretarial Science and Office Management, Management, and other related fields of studies
- Experience:Minimum of five years of relevant work experience working with executive-level positions as an assistant and INGO experience is preferable
- Experience in analysis, information, and knowledge management skills
- Expertise in MS Office software( Word, PowerPoint, Excel, Outlook and OneDrive)
- Understanding the organization and commitment to its vision and mission: able to clearly communicate SOS Children’s Villages Who We Are (Vision, Mission & Values), “Living our Values” policies and strategies in all areas.
- Planning:- the ability to prioritization, and time management skills
- Logistical skills – making arrangements for travel, complex diary management
- Interpersonal skills:- dealing with executive level and stakeholders professionally
- Working under pressure: the ability to work under pressure to meet deadlines.
- Attention to Detail:- excellent in attention to detail and working on routine activities with initiative.
- Confidential: Discretion in dealing with confidential and sensitive information of the organization.
- Excellent planning, coordination, and networking skills.
- Kindness: Act with empathy towards everyone he/she works with.
- Continuous Learning: Make an effort to learn, understand and grow as a person, admitting your own mistakes.
- Inclusiveness: In any actions show respect and care for others.
- Initiative: speak up when things are not right, do not hesitate to act, and adapt to change when necessary.
- Results Orientation: look for solutions and focus on desired results.
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