Purpose of the Job: The office administrator in an electromechanical company  performs standard administrative duties while providing specialized support for engineering project documentation, procurement, and site coordination with a specific focus on managing HR, GS, TRANSPORT FLEET, PROPERTY ADMIN, STORE, DRIVERS, JANITOS, GUARDS, IT OFFCIERS, and documentation and communication related to engineering projects.

Detailed Duties and Responsibilities

Project Documentation Management: 

1. Maintain and update all project records, files, and databases, ensuring accuracy and easy retrieval of technical documentation, Bill of Quantities (BOQ), and contracts.

Communication Hub: 

1. Act as the central point of contact, handling incoming and outgoing correspondence (phone calls, emails, mail) and facilitating communication between different engineering departments, teams, clients, and vendors.

Administrative Support: 

1. Provide comprehensive administrative support to engineers, project managers, and executives, including scheduling meetings, managing calendars, and preparing documents, reports, and presentations.

Office & Facilities Management: 

1. Oversee the daily operations of the office, managing supplies, equipment, and facilities maintenance. This includes being the main contact for landlords and ensuring health and safety procedures are followed.

Financial Administration Support: 

1. Assist with basic bookkeeping tasks such as invoicing, tracking expenses, monitoring accounts receivable, and supporting budget preparation.

Human Resources & GS Support: 

1. Assist with HR, GS, TRANSPORT FLEET, PROPERTY & LOGISTICS ADMIN, STORE, DRIVERS, JANITOS, GUARDS, IT OFFCIERS -related tasks, such as maintaining employee records and potentially supporting the onboarding process for new hires etc.

Logistics Coordination: 

1. Coordinate logistical needs, which might involve travel arrangements for staff or tracking the movement of equipment and materials relevant to project sites.

   1. Manage office operations, supplies, and inventory control.

   2. Oversee office maintenance, cleanliness, and vendor coordination

   3. Manage drivers, janitors, guards etc.

   4. Handle incoming calls, emails, and office correspondence professionally.

   5. Assist in scheduling SECRETARIAL ISSUE like writing letters, meetings, minutes, organizing calendars, and booking travel.

   6. Prepare reports, presentations, and office documentation as required.

   7. Maintain accurate records, filing systems, and confidential documents.

   8. Support HR, GS, PROPERTY ADMIN, PURCHASING & SUPPLY tasks, including vacancy announcement, facilitate trainings, onboarding, attendance tracking, and employee records.

   9. Ensure compliance with office HR policies, procedures, and safety regulations.

   10. Coordinate with different departments for smooth business operations.

   11. Assist with basic accounting tasks such as invoicing and expense tracking.

   12. Manage, Control, Lead and Coordinate the overall activities of HR, PROPERTY & GENERAL SERVICE, and PURCHASING & SUPPLY, STOER and secretarial issues to ensure that administrative office information and procedures are updated and complied with efficiently.

   13. Perform other related duties as required.

   14. Organize and administer office of the GM.

   15. Transmit messages, instruction circulars and reminders from the GM to the various offices.

   16. Coordinate the administrative and logistics aspects of events/meetings when held locally and in overseas, acting as secretariat and liaison-in-charge. 

   17. Assist in the preparation of notes/minutes, meeting materials/reports for meetings.

   18. Prepare slides for presentation, which requires some individual judgement and creativity.

   19. Ensure all matters requiring the manager’s attention are redirected (in his absence) with discretion and attended to meticulously.

   20. Handle phone calls, messages and correspondence (mails, emails, faxes, etc.)

   21. Schedule appointments for meetings with top management members and external institutions.

   22. Review correspondences prepared for the GM/DGM signature.

   23. Organize and minute monthly or other regular meetings.

Job Requirements

Key Requirements

• Skills: Strong organizational, multitasking, and time-management skills.

• Attention to Detail: Meticulous attention to detail is crucial for managing critical project documentation and financial records.

• IT Proficiency: Excellent computer skills, particularly with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Communication: Strong written and verbal communication abilities.

• Attitude: A proactive, helpful, and supportive attitude, with the ability to adapt to changing project needs and priorities.

KPI FOR Office Admin

Operational Efficiency & Productivity

• Average Task Completion Time: The average time it takes to complete standard administrative tasks (e.g., data entry, report processing).

• Error Rate: The percentage of tasks containing mistakes, ensuring quality isn't sacrificed for speed.

• Average Response Time to Inquiries: How quickly internal employee or external vendor inquiries receive an initial response.

• Process Cycle Time: The total time from start to finish for multi-step processes like employee onboarding or vendor setup.

• Document Turnaround Time: The efficiency and speed of managing and processing documents.

Cost Control & Financial Management

These KPIs track budget adherence and the office manager's contribution to cost savings.

• Budget Variance: The difference between the planned budget and actual spending on office operations.

• Cost Savings Initiatives: The quantifiable monetary value saved through effective vendor negotiations, process streamlining, or finding other efficiencies.

• Cost per Transaction/Task: The total cost of running a specific administrative process divided by the number of transactions, which helps pinpoint expensive workflows.

• Resource Utilization: Tracking how effectively office resources, from supplies to software licenses, are used to minimize waste.

Qualification and Experience:

• Master’s degree in Public Admin, Management, Economics,  Business Administration or related fields with six (6) years of demonstrated Electromechanical company experience out of which two (2) years at Senior Leadership level

OR

• Bachelor’s degree in Public Admin, Management, Economics, Business Administration or related fields with seven (7) years of demonstrated Electromechanical company experience out of which three (3) years at Senior Leadership level

How To Apply

Submit your non-returnable application and CV along with supporting documents in person to Megenagna in front of Zefmesh mall at Tamegas building 5th floor or vie email: teshome95@gmail.com. For further information contact Tel: +251911535489