Job Summary
Under the general supervision of the respective manager, the Office secretary undertakes all secretarial functions and edits same when necessary. She screens telephone calls, answers correspondences, files incoming and outgoing letters, faxes messages, types large volume of work with speed and accuracy;
Summary of Key Functions/Results Expected
v Undertake all secretarial functions, types circulars, memos, reports, confidential letters, etc. edits same when necessary;
v Drafts and handles correspondences according to instruction, edits and reviews documents as required;
v Assists Departments/units and / or staffs facilitating workshop.
v Ensures the availability of sufficient office supplies and materials are available stock of stationery for office use and follows up the replenishment;
v Handle with care and ensure the safety of office equipment and machines used in the Office;
v Ensures the present-ability, cleanliness of the office and premises at all times ;
v Receive incoming and make outgoing calls;
v Ensures that letters, faxes, electronic communications, etc. are appropriately numbered;
v Compile, properly organize and handle the documentation of the Office, Registers and gives appropriate reference numbers to all outgoing letters and produce when requested.
v Manages all inter and intra communication in the Organization;
v Operates the telephone switchboard and receives and relays telephone messages in a professional manner;
v Ensures the timely and efficient dispatch and receipt of all communications;
v Strictly follow professional courtesy and appropriate behavior towards internal as well as external staffs;
v Supervises the appropriate service of tea and coffee;
v Requests stationary and other supplies for administrative use;
v Perform other duties as instructed by the immediate supervisor;Essential Qualities
v Well organized, Demonstrated excellent office management skills & practices ;
v Ability to make logical and timely decisions;
v Excellent communication and customer service skills with Proficiency in speaking and writing both in Amharic & English language;
v Good writing skills with excellent typing, drafting and documentation skills ;
v Excellent organizational and prioritization skills, and attention to detail, ability to establish and work successfully in a team environment;
v Ability to sit at workstation and computer for extended periods.
Job Requirements
Qualification: BA/.Diploma in Secretarial science & Office Mgt.
Experience: 2 or above years’ with relevance experience
Number required: 1 (one)Let Employers Find You
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