Executive Assistant to the Ambassador

RESPONSIBILITIES/ JOB DESCRIPTION

The responsibilities include, but are not limited to, the following:

• Manage the Ambassador’s travels, calendar, representation etc.
• Coordinate the Ambassadors memos for meetings and events.
• Book external and internal meetings.
• Preparing/requesting briefs, readings and/or speaking points for the Ambassador in collaboration with the relevant section at the Embassy ahead of meetings and travel.
• Acting as a secretariat for the Ambassador’s meetings; taking action-points and coordinating follow-up processes.
• Plan and execute events of significant interest to the Embassy, including liaising and planning with relevant staff.
• Partake in the work of the Section for Political and multilateral affairs, promotion, and public diplomacy.
• Write Notes Verbales for the Embassy and assisting in administration related to the archive.
• Assist in drafting programs and preparations for high level delegation visits.
• Perform other duties assigned by the Ambassador, chargé or Head of Section.

QUALIFICATIONS AND WORK EXPERIENCES

Required qualifications:

• University diploma or equivalent in administrative/secretarial field.
• Excellent written and verbal communication skills in English and Amharic.
• Excellent competency in computer applications including Word, Excel, and Outlook.
• Relevant interpersonal skills to interact with counterparts from different organisations, hierarchies, and cultures.
• Ability to work independently, proactively and in a results-oriented way.
• Good organizational and time management skills to prioritize high work-loads.
• Strong team working skills.

Required work experience:

• At least five (5) years documented experience of work related to service, handling and provide service to clients/customers preferably in an international or regional context; and
• Documented experience of managing secretarial/project work.
• Relevant experience and knowledge in the field of public administration and/or international organisations.

Desirable qualification and experience:

• Previous work experience in an Embassy or international organisation with similar position.
• Additional language skills that are relevant to the position, for instance Swedish, French or Arabic.

Skills

• Be service minded.
• Being a team-player, both internally and externally, with good communication skills.
• Good time management skills.
• Able to contribute positively as part of a team, helping out with various tasks as required.
• Ability to multitask and manage time effectively.

The Embassy would like to highlight that the position, to a very high extent, requires independent and proactive work, and the selected candidate must have the ability to coordinate a multitude of tasks in a professional way, sometimes in stressful situations.

Ethiopian citizens, and citizens of other countries resident in Ethiopia and entitled to work in Ethiopia, are eligible to apply. Quote from the Embassy Code of Conduct: “We work to ensure that neither direct nor indirect discrimination might take place in the line of duty, on grounds of gender, age, ethnic origin, religion or other beliefs, sexual orientation, position, disability or illness.”

TERMS AND CONDITIONS

The vacancy is a local position, full-time, starting with a probation period of six months with the possibility of permanent employment. An individual salary system is applied. The Embassy of Sweden is an equal opportunities employer.

Starting date: as soon as possible

APPLICATION

Applicants should submit the following documents by e-mail, to the Embassy of Sweden in Addis Ababa:

• CV, including details of relevant education and work experience.
• Cover Letter (English), setting out why you consider yourself a good candidate for this particular post.
• Names, telephone numbers and addresses of two reference persons who are willing to provide a reference on your character and work capacity.
• Clear contact phone numbers and addresses in Ethiopia where the Embassy can rapidly contact you.

Applications shall be sent to ambassaden.addis.abeba.recruitment@gov.se. As the subject of the message, please indicate reference no and your name: ‘UM2024/35801/ADDI - Your Name.’

Please note that applications will not be returned, and only short-listed applicants will be contacted. To be considered, your application should be submitted latest by 15th of January 2025 and fulfil the abovementioned requirements.

The Embassy only receives electronic applications.

For information about the Embassy, please visit our website www.swedenabroad.se

Questions can be sent to the email ambassaden.addis.abeba.recruitment@gov.se

The Embassy will contact the selected candidates for interviews. Written and verbal tests will be part of the assessment process. The Embassy will not return documentation received from the applicants. You are therefore advised to deliver only copies of the documents listed above as part of the application.

For information about the Embassy, please visit our website: www.swedenabroad.se