EXECUTIVE SECRETARY / OFFICE MANAGER
Africa Centre of Excellence for Water management (ACEWM)

PURPOSE:
We are looking for a competent Executive Secretary/Office Manager to support high-ranking officials in our center, Executive secretaries must be quick professionals with great time-management and multitasking abilities. It is with their diligence and competence in their work that executives can focus on their managerial responsibilities without worrying for other tasks.
The executive secretary works to provide administrative support to promote all activities of the Center under the guidance and supervision of the Center Head/Project Manager.

Job Duties and Responsibilities:
Under the supervision the Head of ACEWM, the Executive Secretary shall:
Program planning and coordination, scheduling and communications
Assist the Centre Leader/project manager to coordinate project activities
Assist information and communication with project progress partners
Assist in coordinating placement of students for internship programme and student/staff exchange programme
Keep all records on the project and assist in reporting on the project
Organize all meetings related to the project implementation including maintain executive’s agenda
Attend meetings and keep minutes
Receive, direct and relay telephone messages and fax messages and respond to public inquiries
Maintain the general filing system and file all correspondence
Assist in the planning and preparation of meetings, conferences and conference telephone calls
Make preparations for ACEWM Management and committee meetings
Maintain a sufficient inventory of various supplies and request new supplies
Provide word-processing and secretarial support
Type and keep confidential documents on a Microsoft office and application
Perform other related duties as required
Make travel arrangements for all project related activities
Maintains contact information and various Administrative databases
Assist information and communication with project progress partners
Carry out regular checks of inventory and building/office condition to identify any areaswhere improvement is needed
Perform other duties as assigned

Skills/Qualifications
Proven experience as executive secretary or office administration/similar administrative role
An understanding of relevant legislation, policies and procedures
Strong interpersonal skills and the proven ability to establish and maintain effective working relations with people, and to interact effectively with a wide range of stakeholders in a multicultural setting, with sensitivity and respect for diversity
Outstanding communication skills, both in written and verbal communication and negotiation abilities
Project management experience, especially of projects involving complex problems and multiple competing interests and factors, is essential
Analytical and problem-solving skills
Decision making skills
Excellent organizational and time-management skills
Proficient in MS Office and “back-office” software (e.g. ERP)
Familiarity with basic reporting techniques
Have good experience in planning and managing daily activitiesin busy environment

Education and Experience
Secretary Science and related fields
Five (5) year experience in Executive secretary/office management, of this two year similar experience in higher educational institute or research center project management is required.

Applicants who are interested and meet the minimum requirement are kindly requested to apply cover letter, CV and credential documents until November 24, 2020 to the Africa Center of Excellence for Water Management (ACEWM), College of Natural and Computational Sciences Addis Ababa University (Arat kilo campus)- New Build 28, 4th floor, and office No 403.
Tel: +251118122975
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