BACKGROUND

The Entrepreneurship Development Center (EDC) is looking for competent person to fill a vacant position as Program Assistant. The Entrepreneurship Development Center (EDC) is a quasi-government institution, established by the ministry of Urban Development and Housing and the Federal Urban Job Creations and Food Security Agency (FeUJC&FSA), in partnership with the United Nations Development Programme (UNDP) Ethiopia, in February 2013 to implement a national Entrepreneurship Development Program (EDP), a program  that aims to foster the emergence of a robust competitive private sector with focus on micro and small-scale enterprises. EDC has its headquarters in Addis Ababa regional coordination offices in Oromia (Bishoftu), Amhara (Bahir Dar), SNNPRS (Hawassa), and Tigray (Mekelle). EDC is looking for a qualified person for the post.

SCOPE OF WORK

Under the direct supervision of the Chief Executive Officer of EDC, the Program Assistant will be responsible for providing administrative support to the organization performing a variety of standard administrative processes ensuring high quality, timeliness, and accuracy of work. The Program Assistant promotes a client, quality and results-oriented approach.

Specific Duties and Responsibilities

The Specific duties of program Assistant Will include the following but not limited to:

• Assist in the dispatching and in the timely arrival of training materials to the training sites.
• Assist in the identification and procurement of efficient training Venues.
• Manages effective administrative support to ensure smooth operations for BDS and Training Programs
• Manages the calendar or program managers, contacts with visitors and staff, arrange appointments and meetings and take minutes when required
• Follows up on deadline, Commitments made, actions taken and Coordination of collection with all stakeholders.
• updates the list of stakeholders and their contacts and establish effective communication with all stakeholders.
• Arranges travel and hotel reservations for international Consultants (When Required)
• Custodian for management of stationery supplies, books, Certificates and other their items needed for the programs and approved updates on the status of stored items including type amount, pipelines if required;
• Reviews of trainers and travel authorizations, documentation, and follow up on payments
• Assists in the summarization of local consultants’ working days and professional fee and follow up on the timely payment of professional fee and DSA
• Follows up with led trainers to make sure that all training related documentations are submitted to appropriate office including trainers’ evaluation forms (participants evaluation, lead trainers’ evaluation and peer evaluations)
• Analyzes local consultants’ performance evaluation and generate report on quarterly and yearly bases
• Organizes training and BDS data on monthly, quarterly and yearly bases for the preparation of periodic reports to training and BDS department
• Liaisons with admin assistant to arrange Vehicle transportation for BDS and Training programs activities
• Maintains programs related filing system ensuring safekeeping of confidential materials
• Maintains the profiles of training participants and process the printing of certificate for participants
• Assists in the coordination of group and one-on one-BDS support activities in Addis Ababa.
• Assists the establishment and controlling of budget for training and BDS activities
• Identifies and maintains a roaster of advisors and trainers in Addis Ababa
• Assists in preparing quarterly and Annual BDS reports for Addis Ababa
• Assists in reviewing monthly BDS advisors reports in Addis Ababa
• Assists in Analyzing BDS advisors’ performance evaluation and generate reports on quarterly and yearly bases
• Maintains profile of trainees and BDS clients in Addis Ababa
• Undertakes additional tasks assigned to her/his by program managers or the CEO.

MANAGEMENT ARRANGEMENT

The Program Assistant will work under the direct supervision and guidance of the Chief Executive Officer of EDC. The Program Assistant shall work in close collaboration with Program Managers to resolve program coordination-related issues and for rapid and constant information delivery.

REQUIRED QUALIFICATION

Education:

• University degree in Management, Marketing Management, Business Administration, or Business Administration, Secretarial Sciences and Office Administration and other related fields.  Additional training in Project Management and/or business administration is an advantage

Experience: 

• A minimum of 2 years of work experience in the same position or one closely related
• Familiarity with the entrepreneurship ecosystem and the challenges of MSMEs
• Prior experience on project-related program coordination work is preferred.

Skills and knowledge:

• Ability to multi-task and execute priorities on a timely and efficient manner.
• Attention to detail
• Strong analytical skills.
• Knowledge of computer software (MS offices, internet/ email, and Amharic type writing software).
• Strong interpersonal skills.
• Ability to plan and prioritize work duties, and to handle a multitude of tasks simultaneously with a team under time pressure.
• Strong organizational skills and attention to detail.
• Strong customer service and team work orientation.

Language: Excellent writing and spoken English and Amharic.