Reports to: General and Deputy Manager Based: Addis Ababa HQ
1. Purpose of this job
Provide administrative support to General Manager ;
Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating communications;
Write reports for senior management and deliver presentations;
Responsible to handle visitor enquiries and complaints;
Organise and supervises all administrative activities;
Maintain office records and ensures office efficiency;
Develop and implement new administrative systems, such as record management;
Maintain the condition of the office and coordinate all necessary maintenance and repairs;
Maintain sufficient level of office supplies/inventory by checking stock to determine inventory level; manage supply chain from stock evaluation, ordering to verifying receipt of supplies;
Be responsible for renewal of all licenses and permits required by the business and its executive team;
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs;maintaining equipment inventories;
Completes time sheets on monthly bases so as to provide to Finance for payroll preparation;
Supervise the Cleaner and Driver;
Provide induction for new employees
Reviews and provide input for updating HR Manual and ensure that the policy and procedure are observed at all levels ;
Ensures adequate staff levels to cover for absences and peaks in work load;
Get involved in the promotional and marketing activities of the company;
Responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency;
Conduct reception duties such as greeting and looking after visitors;
Arranging travel , meetings and appointments;
Responsible for Voucher procurement, Top-Up uploading, and making sure the Top-up stock stays stable;
Settling Ethio-telecom and other bills/payments;
Liaise/communicate with other Governmental and Non-governmental organizations to perform assigned activity;
Vehicle Management and Fleet Reporting;
Perform all Clerical and secretarial responsibilities;
Record office expenditure ,handling Petty cash /Maintain and replenish/;
Ensure protection and security of files and records;
Perform other related duties as required and assigned by immediate supervisor;
Job Requirement
Experience: Three to four years’ experience in performing Clerical and secretarial functions including filing documents and office Management. Knowledge of using office machineries like computers, Printers, fax, copier, scanner, and the like.
Education and training: College diploma or BA degree in Office administration, Financial Management , management, Marketing Management Information System, or related fields
Required skills, knowledge & characteristics: Fluency in written and oral English and Amharic is essential Ability to multi-tasked Strong communications & interpersonal skills Ability to treat people with respect under all circumstances, instil trust in others besides upholding the values of the Organisation Ability to work well as part of a team- to exhibit objectivity and be open-minded towards the ideas and views of others, give as well as welcome feedback, contribute to building team spirit, aid others to succeed Flexible and ability to lead in an environment of constant change Computer literacy (MS Word, Excel, PowerPoint etc.) at a proficient level Strong administrative writing and report writing Excellent scheduling and time management skills Highly motivated and self-starter Excellent presentation skills Demonstrated ability to increase productivity and continuously improve methods, approaches, and departmental contribution Receptionist experience with good customer service skills is preferred. Experience in maintaining and restocking office supplies Ability to meet tight deadlines Ability to make efficient use of resources Pleasant and friendly mannerism Punctuality Dependability; to follow instructions as well as take responsibility for their actions and also keep commitments Quality management- look for means of improving as well as promoting quality Ability to motivate others, encouraging them to increase both productivity and work quality. Attention to detail