Administration Assistant at Embassy of Switzerland

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Administration Assistant

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Employer: Embassy of Switzerland

Employment: Full-Time | Permanent

Place of Work: Addis Ababa - Ethiopia

Posted date: 4 years ago

Deadline: Submission date is over

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The Embassy of Switzerland in Ethiopia is currently advertising one (1) position of Administration Assistant. The modalities of employment and application for the advertised position include the following elements:

Background:

In Ethiopia, the Swiss Agency for Development & Cooperation (SDC) operates through the International Cooperation Department of the Embassy of Switzerland in Addis Ababa. It bears responsibility for all international development and humanitarian assistance programmes of the Government of Switzerland in the country, in close coordination with the Embassy of Switzerland in Kenya, with which it co-manages the Swiss Regional Programme Horn of Africa.

The current Swiss Cooperation Strategy Horn of Africa (CSHoA) 2018-2021 focuses on Somalia and the arid and semi-arid lands of South-Eastern Ethiopia and North-Eastern Kenya. The strategy covers four sectors: food security, health, governance and migration/protection.

The admin Assistant works with and provides support to the International Cooperation team to ensure smooth programme implementation.

Duties and competencies that come along with this position:

• The collaborator supports the Head of Cooperation and the Programme Officers of the International Cooperation Department at the Embassy of Switzerland in Ethiopia in the effective performance of their daily tasks as representatives of the Swiss Agency for Development & Cooperation (SDC) in Ethiopia.

Assistance to the HoC:

• Managing the day-to-day administration and representation work of the HoC;
• Coordinating the HoC appointment schedule by planning and scheduling their participation in external meetings, seminars, conferences, etc.;
• Preparing or editing correspondence, reports and presentations;
• Preparing background materials and briefs upon request;
• Accompanying the HoC to meetings and missions when required;

Administrative support to the Swiss Cooperation Office (SCO):

• Supporting, in coordination with the Operational Management & Support Department, key meetings, seminars, workshops, conferences and other such events relating to the SCO’s mandate in Ethiopia;
• Coordination, final editing and filing of the minutes of the weekly Operational Meeting and fortnightly All Staff Meeting;
• Writing and filing correspondence relating to organizational and administrative matters;
• General supervision of the filing system (electronic and paper archive) in collaboration with the Programme Officers;
• Ensuring the regular exchange of correspondence and documentation (e.g. project contracts) between Addis Ababa, Nairobi and Headquarter (via email and diplomatic pouch);
• Updating, in coordination with Programme Officers, format and content of internal as well as external communication tools (e.g. websites, factsheets, etc.);
• Managing the web-based SharePoint platform for the SCO Team in general and support the participation to various coordination's platforms, by liaising with its members and the SDC Office as concerns information management and technical support.
• Member of the Administration Pool in order to replace of other Embassy's assistants on request.

Logistics

• Organizing and following-up, in cooperation with the Operational Management & Support Department, the external meetings and travel arrangements of the HoCs and the Programme Officers

Other tasks upon instructions

Coordination with other Units of the Embassy of Switzerland

• The Admin Assistant demonstrates the ability to proactively and constructively work with other units of the Embassy of Switzerland in Ethiopia and at the regional level.

The position will be based at the Embassy of Switzerland in Old Airport, Addis Abeba.

 

Requirement:

• University degree (Bachelor’s level) in a relevant field such as Communication, Business Administration or Social Sciences;
• Minimum 5 years of relevant work experience in a private sector, civil society or government
• institution as Programme Assistant, Executive
• Assistant or similar capacity;
• General understanding of, and interest in, the social, economic and political context of Ethiopia;
• Motivation to work in the area of development cooperation and humanitarian aid;
• Project and programme management experience an asset.

Skills:

• High sense of integrity and personal responsibility;
• Ability to work within a multi-disciplinary and multi-cultural team;
• Excellent communication, organizational and analytical skills;
• Ability to work independently with minimum supervision;
• Ability to multi-task under pressure, with tight deadlines.
• Proactivity to suggest solutions and to learn new skills;
• Excellent social and networking skills;
• Excellent English language skills (both oral and written/reporting);
• Excellent Amharic language skills (both oral and written); Somali language an asset.
• Excellent computer skills, particularly in Microsoft applications (i.e. Excel, Word, Access, Outlook, Explorer, SharePoint, etc.).

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