Executive Assistant to Ambassador

About the Job

Our mission is to promote and protect abroad the values, interests and economic well-being of Ireland and its people. We do this under the political direction of our Ministers, through our staff at home and through our Embassy network abroad.

Introduction

The Embassy of Ireland, Addis Ababa is seeking to recruit a highly motivated, hardworking, proactive and flexible individual with excellent communication and interpersonal skills to fill the position of Temporary Maternity Cover for an Executive Assistant to Ambassador for six months.

The Executive Assistant will report to the Ambassador at the Embassy of Ireland. The role will engage regularly with the Ambassador and all other staff at the Embassy to ensure active engagement with stakeholders across the Department as well as the countries and international organizations of accreditation and other International /Local NGO’s.

Overall Role and Responsibility:

The Executive Assistant to Ambassador provide administrative support to the Ambassador by managing her diary, managing events, and providing all necessary communication and coordination assistance.

• Provide general administrative support to the Ambassador in managing her diary liaising with interlocutors, and drafting replies to emails;
• Arrange meetings on the Ambassador’s behalf with high-level officials and other interlocutors, in writing, email and by telephone and preparing documentation in advance for all Ambassadors’ meetings;
• Arrange Ambassador’s travel schedule (national and international);
• Liaise on all diplomatic matters with the Ministry of Foreign Affairs (MFA), including drafting Note Verbal’s (or TPN’s) and with other Ministries and regional governments;
• Coordinate the organization of receptions, dinners and other Embassy functions, including the annual St. Patrick’s Day reception;
• Maintain close contact with Irish community in Ethiopia and South Sudan, and maintain an up-to-date registry of Irish citizens in both countries;
• Liaise with Administration Team to coordinate events and meetings as well as transport and logistics, during high-level visits;
• Manage the Head of Mission Fund, including liaising with applicants, preparing contracts and initiating payment requests to the fund;
• Manage the Head of Mission Promotional Fund including administration and payments;
• Maintain a high standard of filing, storage;
• Providing administrative support to the mission. This will include reception duties as well as managing correspondence, invitations & calls to the mission;
• Assisting with the set-up and organisation of events, which can range from large-scale meetings, to in-house lunches or high-level visits. This will include meeting room set and coordinating visitors to the mission;
• Assisting the rest of the administration team with tasks ranging from accrediting delegates, ordering supplies and accounts processing;
• Other duties as may be required;

Qualification

• University undergraduate level qualification in a relevant field:
• Candidates must have at least five years experience in a related role, preferably which demonstrates executive secretary experience, and liaising with Government Offices, Embassies, INGOs, multilateral agencies.
• The candidate must be fully bilingual in English and Amharic
• The candidate must provide evidence of flexibility, efficiency and effectiveness showing strong organizational skills, attention to detail, able to work under pressure and to manage multiple tasks;
• The candidate should provide examples of being solutions-oriented, and committed to delivering results, including by adapting approach if necessary;
• The candidate must demonstrate using work based examples of providing excellent interpersonal skills, being persuasive, working in a team but also dealing effectively with people in external organisations;
• The candidate must demonstrate using examples, their working knowledge of Microsoft Office Suite (Outlook, Word, Excel);

The successful candidate must have a legal entitlement to live and work in the Ethiopia prior to recruitment.

Desirable Skills and Experience:

• A good understanding of the work of an embassy, INGO/NGO
• The successful applicant will work alongside other local employees of the Embassy, and will report directly to the Ambassador in the Mission. Previous experience in the role of an Executive Assistance is desirable.

Terms and Conditions of Employment

Key Details

• Start Date: Early November
• Location: Embassy of Ireland, Addis Ababa
• Contract Duration: The successful candidates will be hired for 6 months with a probation period of 30 working days.
• Working Hours: Monday to Thursday, with standard office hours from 8 am - 5 pm, and Friday from 8:00 am – 2:00 pm. Total working hours not exceeding 48 hours per week as per local labor law.
• Annual Leave Entitlement: Annual leave allowance is 10 working days for 6 months.
• Gross Salary: Entry point of scale for Pay Scale Two (€1890.60) per month paid in local currency. Salaries are paid directly to a bank account; therefore, the successful candidate must have a bank account.

Eligibility

Candidates must have a permanent, legal right to reside and work in Ethiopia and will be subject to employment and taxation law in Ethiopia.

Important Dates

• Closing Date: Monday 18th August 2025 at 17.00 hrs
• Application Form: Further information on the job can be found from Job Opportunities | Embassy Of Ireland, Ethiopia | Ireland.ie

Selection Process

Depending on response rates, the deadline may be extended. Please note that only short-listed applicants will be contacted.

Selection Process:

Depending on the number of applications received, a short-listing of candidates to be called for a technical assessment and competency-based interview may be undertaken based on the Essential/Key Requirements above;

It is planned that technical assessment will be held in early September ;

It is planned that interviews will be held in late September

A second interview may be included in the recruitment process; and

A panel may be set up depending on the caliber of candidates;

General Data Protection Regulation:

All personal information received will be kept in line with GDPR guidelines.

Security Clearance for Local Staff

Police security clearance will be sought in respect of individuals who come under consideration for appointment. Enquiries may also be made with the police force of any country in which the applicant under consideration for appointment resided. If unsuccessful, this information will be destroyed. If the applicant subsequently comes under consideration for another position, they will be required to supply this information again.

Please note that canvassing will disqualify applicants.

The Embassy of Ireland, Addis Ababa is committed to a policy of Equal Opportunity.

Skills Required:

• Customer / Service / Secretarial
• Political / Science / Ir
• Social / Science / Project / Management / Development