Management Assistant to the Programme Manager
GIZ - ecbp
Total years of experience :22 years, 11 Months
• Draft and write letters of the Program Manager,
• Facilitate in organizing seminars, workshops and international conferences for the Program Manager,
• Request payments on behalf of the Program Manager
• Arrange appointments and manage the calendar of the Program Manager.
• Act as the HR Support unit until end of 2011
• Work with the Gender focal person
• Manage the leave days of the international staff
• Facilitate travel arrangements for program staff and the Program Manager
• Proof read letters and documents of the Program Manager
• Draft and write letters of the Office Director,
• Facilitate in organizing seminars, workshops and international conferences for the Program Heads and the Office Director,
• Request payments on behalf of the Office Director
• Request Visas from various embassies abroad for visitors coming to Ethiopia
• Arrange appointments for the Office Director.
• Facilitate travel arrangements for program staff and Office Director
• Follow the association's administrative policies and procedures,
• Perform and coordinate the activities of processing the decisions of personnel recruitment, placement, transfer, promotion, performance appraisal, disciplinary measures, leave and other personnel decisions
• Administer and provide general services such as transport, custody and maintenance of property, small local purchases, supply of stationery and other materials
• Follow up on the timely preparation of regular plans and reports by functional units and compile and submit to the Village Director on time
• Follow-up the timely dispatch of reports to the NO and concerned government institutions
• Set up and maintained plans for bookkeeping activities
• Managed bank accounts and letter of credit for the program
• Prepared checks and bank transfers
• Submission of accurate invoices
• Ensured that bookkeeping is kept in accordance with GTZ guidelines and that it is processed in PACCS (GTZ’s international electronic accounting system)
• Assisted the program coordinator in budget management, including regular submission of statements of costs/expenditures
• Kept the program inventory updated and prepared financial statements of the program and its components
• Managed the office by organizing any and all maintenance requirements
• Provided bookkeeping assistance by preparing minor budget estimations
• Organized workshops
• Coordinated international conferences
• Provided administrative support including writing letters and editing reports and other documents
• Assisted the head of the Office with travel plans, including scheduling travel and making hotel reservations
• Assisted with translations of Amharic documents to English for the Project Manager
• Assisted in publishing documentations
• Managed the inventory system
• Purchased and maintaining stocks of office supplies
• Planned and organized project logistics
• Acted as office manager by organizing any maintenance requirements in order to ensure that the office equipment was fully functional
• Provided travel planning assistance to the Project Manager and consultants
• Kept full list of contact information in order to ensure that backup support was able to be provided in the absence of regular staff
• Assisted the Project Manager with administrative support including typing, formulating reports, drafting letters, maintaining accounts and other tasks as required