Background

Ethiopian Clean Cooking Alliance Association (ECCA) is a local organization that has been registered in Ethiopia in accordance with the Civil Society Organization and accorded legal personality on July 15, 2019. ECCA is established to provide a professional common platform for various stakeholders working in the clean cooking sector, to deliberate on different issues related to clean cooking sector development, and to lobby/advocate for the cause of clean cooking in Ethiopia.

Supervisor: Director

Supervises: N/A

General Objective of Post 

• Facilitate/support the office with administrative issues and first contact person for visitors.

Objective 1: Manage the Secretariat and Administration Duties

• Record and categorize different requests came from ECCA members, for further step, as well as record the measures are taken
• Welcome visitors in a friendly manner and offer newspapers, refreshments, etc
• Receive telephone calls, transfer them to the persons concerned, note them down in the register and take messages if necessary.
• Ensures creation and/or regular updating of a list of contacts and addresses (telephone, email)
• Organises and coordinates the director schedule
• Reminds, updates and notifies the director of daily appointments
• Prepares and organises information materials for the director and/or meetings
• Manages incoming and outgoing correspondences and prioritises and organises them
• Maintaining a filing system for the office, treats information confidentially, specifically in the areas of personnel and finance
• Labels files in accordance with ECCA’s  filing framework
• Draft replies and looks after correspondence
• Draft emails and letters when required and have them validated and signed by the concerned person
• Photocopy, scan and bind documents when required.
• Participate in preparing meetings and take minutes when required and get signatory of minutes participants
• Keep ECCA members’ database both on soft and hard copies and make a regular follow-up of members contribution fees
• Maintains the inventory list for the office
• Prepares annual leave schedule of project staff and keeps records of leave and other absence of project staff

Objective 2: Managing Daily Cash

• Keeps petty cash and makes disbursements against the authorisation
• Responsible for cash based on the vouchers collected daily such as paying invoices, delivering and collecting documents
• Effect payments in cash, by Cheque or through bank transfer letter in respect of the Cash Management Policy
• Prepare Cheque payments and present to signatories for signature based on the level of signatories in the cash management policy
• Reconciles the cash book and cash account daily
• Reports without delay if the cash holding reaches a minimum level also when the is surplus cash
• Processes settlement of applications for the reimbursement of travel expenses
• Get and implement financial direction from the Accountant
• Assists in the preparation of budgets and monitors expenditures against budgets

Objective 3: Manage the Stock of Office Stationeries

• Responsible for the follow up of the stock of office stationeries through inventory and follow up of consumption
• Ensures that the necessary office supplies are available
• Report on a monthly basis on the stationary stock
• Make sure that all types promotional equipments are available and detail information regarding undertaken promotional activities are registered in the proper format and document

Objective 4: Event Management Duties

• Arranges programmes for visitors, makes travel arrangements such as booking tickets, flights, hotel reservations, transport etc.)
• Organises and coordinates logistical aspects for planning, holding and documenting meetings, workshops, seminars and other events
• Participate in social events of the organization

Objective 5: Other Duties

• Purchases office equipment and supplies within set value limits
• Organises and monitors the service and repair of office equipment
• Responsible to fill the gaps for any additional tasks

Job requirement

• Bachelor’s degree in Secretarial Science or any related field;
• Good working knowledge of communication technologies (MS-Office, phone, email, the internet);
• Strong analytical skill, good oral and written communication skill;
•  Decision making skill, problem-solving skill, ability to work to deadlines.

Expected Qualities 

• Professionalism, Team work, Proactive, Motivational, Autonomy