DUTIES AND RESPONSIBILITIES

• Managing and organizing office meetings, including support to the Agronomy Manager / Procurement Manager and calendar of events. Prepare the requisite paperwork (agenda etc.), venues, contacting and coordinating participants/participation. Take minutes of meetings as required.

• Managing office activities such as travel logistics, allocation of vehicles, travel advance requests, reimbursements/expense reports, conference registrations.

• Reviewing documents and external communication, ensuring correct grammar and syntax and accuracy of information. Coordinating referencing, stamping, filing and ensuring the delivery to the receivers.

• Providing and/or ensuring that other staff provide background information for meetings (formats to be filled, summaries etc.); and presentations (PPT); compile reference material as needed and as per the defined timeline

• Liaising closely with the regional offices staff, head quarters in Dubai, donors and partners in facilitating operations and communication (updates in policies, SOPs, dispatch of  documents etc.).

• Coordinating, managing and ensuring the successful organization of high quality local events (launching programs, field days, conferences etc.).

• Managing and maintaining files and records of the office (contracts, Administrative documents etc.) and retrieving documents, records and reports as requested. Track all documents hand-over and return.

• Maintaining a clear and organized database on advance payments, reimbursements, staff cash balance etc. Ensure concordance with finance records. Communicating monthly on staff cash balance and action to be taken.

• Maintaining a clear database on materials dispatched, received being used by department employees (mobile equipment etc.)

• Ensuring smooth follow-up and queries from/to finance, HR department and other departments (payments, contracts, admin etc.)

• Supporting communication between the Senior Management and Field Staff to take effective and responsive decisions (bulk emails, phone calls etc.)

• Performing diverse secretarial duties and administrative functions requiring confidentiality & general clerical duties including photocopying, fax, mailing etc.

• Updating and follow up on delegated tasks to ensure progress to deadlines and Provide regular feedback

EXPECTED RESULTS

• The employee will be evaluated based on the following criteria:

• Timely organization of appropriate venue as per defined budget, communication to participants, preparation of necessary documents. Clear, accurate and succinct minutes communicated to relevant parties following the meeting

• All incoming letters/documents are delivered to the relevant party and filled as per defined SOP.

• All outgoing letters/documents are timely and accurately edited, prepared in relevant language, processed and   delivered to the relevant receivers

• Efficient planning, organization and execution of routine tasks, visits (visa, air ticket and hotel booking, logistics etc.)

• All information, updates, documents etc. are timely delivered to the concerned parties as per the defined schedule.

• All documents are filled/retrieved following defined and comprehensive SOP. The location of documents is known at all time.

• Clear, precise and accurate databases, updated and reported as per defined schedule

• All queries are treated within an acceptable timeline as per the emergency level of the queries. All information are timely communicated to every relevant parties. Timely follow-up of queries execution and reporting

• Accurate and updated progress report timely shared to all relevant parties

Job Requirements

Education Qualifications and Requirements

• First University Degree (Bachelor or equivalent) in Business Administration, Public Administration.

Experience

• 3 years of experience of which at least 2 in the sector relevant to the JD.

• Language proficiency in English and Amharic. 

How to Apply

Submit your CV via email: careers@54fmcg.com 

N.B: Use "Admin Assistant " as the subject line of your email

Only those applicants who meet the above criteria will be contacted for an interview.

Application deadline: March 3rd, 2023