Executive Assistant to CEO (Re-advertisement)

Background of IRC:

The International Rescue Committee (IRC) helps people whose lives and livelihoods are shattered by conflict and disaster to survive, recover, and gain control of their future. Founded in 1933 at the request of Albert Einstein, the IRC works with people forced to flee from war, conflict and disaster and the host communities that support them, as well as with those who remain within their homes and communities. At-work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. IRC leads the way from harm to home. Began work in Ethiopia, 1999 in response to severe drought that happened in Ethiopia’s Somali region. Currently, providing assistance in ten different regions implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response.

The IRC has a focus on narrowing the gender gap in humanitarian aid and ensuring that we contribute to gender equality, diversity, and inclusion in both our programs and operations by working to establish a context where our clients (including those from minority groups) enjoy the same rights and opportunities as well as an equal access to services. The IRC also has a strong commitment to creating an equitable and inclusive culture, where safeguarding is upheld in our workplace and programs. We are determined to protect our clients and staff from safeguarding violations through prevention and, where misconduct is alleged, to address it without fear or favor.

Job Overview/Summary: 

• Receive & send fax messages and forward the documents to the staff concerned. 
• Ensure urgent messages are followed up accordingly by the front desk and the staff member concerned.
• Collaborate with different departments to ensure smooth day-to-day operations
• Making official phone calls on behalf of staff members, especially senior managers.
• Maintaining and regularly updating an internal telephone extension list and instructions for use.
• Reporting any faults to the IT Officer and Telecommunication Company immediately.
• Securely maintain and use IRC stamp only on the authorized/approved documents.
• Making appointments for staff and reminding them of approaching appointments.
• Schedule interviews for internal and external candidates.
• Efficiently issue stationery for staff upon request, release supplies from the store by filling Store Release Form. Maintain tracking of stationeries issued VS inventory realized from store
• Conduct analysis of supplies purchased, and supplies released from store VS Inventory tracking of logistics. Proactively raise PR for quarter procurement request before the  supplies gets depleted.
• File documents for the Country Director.
• Regularly check incoming mailboxes including the post office and Ensure mail pouches to
• NY and Field sites are dispatched in a timely manner.
• Open internal envelopes and distribute them to the intended personnel.
• Make copies of personnel letters. Assist in the distribution of signed/approved documents.
• Ensure outgoing mail pouches are dispatched on time.
• Assist in coordinating farewells and procurement of gifts for staff.
• Perform any additional tasks assigned by his/her supervisors.
• Booking and Approving meetings for staff as per their request and time by Scheduling appointments, meetings, and coordinate conference room bookings.
• Manage tracking - Exit clearance, letters, stationary materials, etc
• Maintain records of office supplies and assist in procurement when needed.
• Uphold the NGO’s values and maintain a welcoming atmosphere for all stakeholders.
• Facilitate Gate pass ID for Staff and Visitors.
• Supervise and follow up Cleaners
• Support drafting different letter
• Maintaining front desk office supplies and equipment
• Anticipate guests’ needs and provide appropriate service, responding to guest issues and Concerns
• Monitor and handle guest comments.
• Distributing Bid documents on behalf of the supply chain department for external users.
• Share Weekly vehicle arrangements for the HR department.

Safeguarding Responsibilities: -

• Promote and actively participate in initiatives and efforts to build team engagement, inclusion and cohesion in IRC [team/office]
• Foster ongoing learning, honest dialogue and reflection to strengthen safeguarding and to promote IRC values and adherence to IRC policies

1. Main duties and responsibilities

Under the general direction and supervision of the Board Chairman, maintain the diary and arrange board of director’s appointments as necessary. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources. Screen and respond to all incoming telephone calls and take action as appropriate. Receive incoming letters and submit to the board of directors; distribute letters/any other material to concerned bodies as directed by the board of directors, documentation of shareholders document and follow up the necessary process and procured related with Ethiopian Authentication and Registration Office.  

  2. Specific duties & responsibilities

1. 1. Perform daily secretarial & office administrative matters. 
   2. Maintain the diary and arrange board of director’s appointments as necessary.
   3. Type and print reports, memos, minutes, letters etc. and routine correspondence from dictation or written sources.
   4. Organizing and keeping minutes, managing shares
   5. Organizing meeting of shareholders and members of the board of directors
   6.  Screen and respond to all incoming telephone calls and take action as appropriate.
   7. Receive incoming letters and submit to the board of directors; distribute letters/any other material to concerned bodies as directed by the board of directors.
   8. Draft routine correspondence for approval and signature by the board of directors.
   9. File all documents and maintain the office filing system and all personnel records.
   10. Follow up of the implementation of the routine decisions made by the board of directors.
   11. Organize & make arrangements for weekly, monthly and other periodic meetings in the board of directors office
   12. Operate standard office equipment such as Computers, photocopiers, Fax’s, etc.
   13. Oversee the maintenance of secretarial standards throughout the company and contribute to the training of other secretaries.
   14. Documentation and registration of BTSC Shareholders documents.
   15. Follow the necessary process and procedure in relation with document Authentication and registration at Ethiopian Document Authentication and Registration Office.  
   16. Maintain and use stationary materials economically.
   17. Perform other related duties as assigned.

Purpose of the Job: Providing support to the head of the department and other employees by carrying out clerical, office management, customer service and other related tasks in a quality and efficient manner so that the relations between the organization and customers are positive and effective.

Specific Functions:

• Receiving and distributing messages
• Creating and periodically updating records
• Periodic monitoring of office supplies and control of shortages
• Solve office-related problems (including those under the office) and respond to questions or issues
• Perform office tasks, such as filing, preparing reports and documents for presentations, arranging meetings, and requesting/ordering adequate supplies
• Liaison with internal and external customers
• Providing real-time scheduling support by booking appointments and preventing conflicts
• Perform other duties as required