Executive Secretary at Network of Networks of HIV Positives

Network of Networks of HIV Positives

Position: Executive Secretary

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa - Ethiopia

Posted date: 3 months ago

Deadline: Submition date is over

The Network of Networks of HIV. Positives in Ethiopia (NEP), was established in 2004, as an umbrella organization of twelve PLHIV networks comprised of nine regional states, two city administrations and one nation PLHIV women networks, NEP is legally registered as per new federal ACSO with regulation No 1483 principally committed to ending HIV and other top deadly diseases and its impacts advocate for the rights of PLHEVs, and other marginalized community in the country in order to meet its mission and strategic objectives NEP+ would like to invite competent and qualified candidates for Executive Secretary

Job Summary

The Executive Secretary is responsible for providing overall assistance to the Executive Director (ED), departments and work units. She/he types letters, reports transmits incoming messages to the concerned person (s) or departments, schedules appointments for the ED and oversees the Organization's filing systems.

RESPONSIBILITIES AND TASKS:

Executive Assistant to the ED and Secretarial Duties

• Organizes and runs the office of the ED, so that her/his work could be facilitated
• Screens and schedules appointments and visitors for the ED
• Types of circulars, memos, reports, confidential letters, etc.
• Maintains the integrity and confidentiality of all NEP+ records and information at all times
• Drafts, edits and reviews documents as required
• Gives answers to basic letters and queries
• Informs the ED about phone calls, meetings, and other engagements
• Takes minutes at management meetings as requested by the ED
• Ensures the availability of sufficient stock of stationery and follows up the replenishment.

Documentation:

• Ensures that letters, faxes, electronic communications, etc. are appropriately numbered
• Ensures the central files are managed properly by using NEP+'s filing system
• Ensures the proper filing of all incoming and outgoing malls to the ED's
• office such that efficient and swift retrieval is possible
• Keeps records of all minutes, policies etc, established by the Board, and General Assembly
• Provides assistance and support to other departments in their filing needs.

Communications:

• Organizes appointments with Board, members, relevant government offices, NGOs, donors, etc. and arranges venue for the meeting
• Keeps up-to-date address and list of board members, and network members. NGOs, donors, and other stakeholders
• Operates the telephone switchboard and receives and relays telephone messages
• Sends and receives e-mails and faxes
• Directs e-mail messages, letters and faxes to the right person or department
• Ensures the timely and efficient dispatch and receipt of all communications.

Miscellaneous Duties:

• Checks monthly fax and telephone bills and communicates them to the Finance and Admin Department
• Requests stationary and other supplies for administrative use
• Perform other duties as assigned by the Supervisor.

QUALIFICATIONS

• BA in Secretarial Science, Business Administration, or related

A) EDUCATION/TRAINING

• 2/4 years of work experience as a secretary.

B) EXPERIENCE

• NGO experience in related positions is advantageous and an asset

C) TECHNICAL AND OTHER SKILLS

• Proficient in computer skills (MS Word, Excel, PowerPoint) and Internet browsing skills:
• Good written and spoken English language:
• Good interpersonal skills and ability to communicate information accurately.