About our Organization

Info Mind Solutions plc the parent company of Ethiojobs.net and Dereja.com is a leading human resource company in Ethiopia. We are specialized in our e- recruitment platform Ethiojobs and our HR services, payroll management, training and Consultancy as well as Dereja that serves the employment need of the youth, fresh graduates, students and those who are in the Junior level of their career. We strive to produce sustainable solutions for our clients therefore our proven methodologies have created a profound impact because we realize excellence in people. We work in a mission-driven environment and we expect our people to carry forward this spirit in all they do.

Currently, our business unit Dereja is undertaking projects in tackling the issue of youth unemployment. Dereja is a pioneer in establishing Career Center services in Higher Education Institutions, organizing regional and national job fairs and design and deliver employability skills training for fresh graduates. Thus, we are looking for a Senior accountant that has extensive experience in accounting and related activities the Senior accountant will mainly work with the IMS finance team and reports directly to the CFO and Dereja Program Director.

Job Summary

Admin and Logistic assistant will analyze and coordinate the logistical and administration functions of Dereja such as planning, directing, or coordinating, purchasing, warehousing, distribution, forecasting, customer service, or planning services. S/he also manage logistics personnel and logistics systems and direct daily operations. In general, s/he is responsible for the entire life cycle of a product, including acquisition, distribution, internal allocation, delivery, and final disposal of resources.

Duties and Responsibilities:

A. Administration

• Dealing with email enquiries
• Diary management and arranging appointments, booking meeting rooms and conference facilities
• Data entry (sales figures, property listings etc.)
• General office management such as ordering stationary
• Support the HR and Administrator in arranging visa processes, hotel booking, organizing meetings
• Maintain an inventory of items procured by the Office and prepare monthly report to the HR and Office Administrator
• Make sure utility bills are paid in a timely manner
• Act as liaison point with external service provider or the landlord to maintain the smooth running of the shared Assist in filling Purchase requisitions for purchases of office supplies, equipment etc.
• Assist in collection of quotation for different purchases
• Following up with finance signing of different documents Check finance documents are fully attached and file the processed financial documents in sequence
• Assist the finance officer in ordering financial documents and advance settlement
• Receive all purchased goods, ensure that they are according to the purchase order for quality, quantity, and according to specification

B.  Logistics

• Assist in arranging /facilitating travels of staff of Dereja.com and partners which includes visas, flight tickets and hotel bookings
• Assist in arranging/facilitating venues and other logistics required for meetings, trainings, workshops organized by Plan and partners and communicate effectively with participants
• Communicating with travel agents and Preparing Analysis sheets to be presented to the procurement committee

General role and responsibility

• Collaborate with other departments to integrate logistics with business systems or processes, such as customer sales, order management, accounting, or shipping
• Resolve problems concerning transportation, logistics systems, or customer issues
• Negotiate transportation rates or services
• Maintain and develop positive business relationships with a customer's key personnel involved in, or directly relevant to, a logistics activity
• Direct availability and allocation of materials, supplies, and finished products
• Direct team activities, establishing task priorities, scheduling and tracking work assignments, providing guidance, and ensuring the availability of resources
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule and confirm appointments for clients, customers, or supervisors
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports

Term of Employment: One year

Qualification:

• Must have high ethical standards and able to plan, prioritize and organize self and others
• The ability to digest complex information, quickly, and express this crisply and clearly  
• Highly organized and able to solve problems quickly.
• Excellent verbal, and written communication skills
• Good time management and organizational skills
• Excellent interpersonal skills
• Excellent presentation skills
• Able to perform in a tight schedule
• Ability to follow up
• Takes initiative, responsible, good time management and organization skills
• Flexibility and tolerance

Education and Experience

• BA Degree in Business Administration, Management, Secretarial Science or related fields
• Minimum of 3 years of relevant experience in similar position