Reporting to position Recruitment and Employee Relations Manager

Purpose of the job

The Administrative Support Manager is responsible for all secretarial and office management works of the Central Office. He/she supports the Management team at the central office.

The Administrative Support Manager is also responsible for the office administration tasks including office management, procurement of Central Office consumable goods, stationeries and other materials in consultation with the Employee Relations.

Ensure the service given by the reception and other administrative staff is as per the standard.

Key Responsibilities

Administrative duties

• Receives letters, memos, reports and messages sent to the Management Team by e-mail and telephone, pass these to the concerned unit as appropriate. 
• Drafts and writes letters and memos and gives replies to general queries as required;
• Makes record of all incoming and outgoing documents of the office;
• Directs written or verbal messages of the Managing Director and the Management team to concerned offices or individuals of the Breweries and makes follow ups of the same as necessary;
• Receives visitors of the Management Team, provides first-hand information to general queries and arranges for visitors to see the relevant Management Team member
• Arrange hotel, car, meetings, lunch/dinner reservations and other request for Management Team guests
• Checks documents before passing them for signature of the Managing Director and Management Team ;
• Keeps good record of documents of the office and file them properly;
• Ensures good housekeeping of the office ; and ensuring that there are adequate supplies
• Assists the Managing Director and Management Team in executing routine administrative, and general service tasks;
• Arranges for coffee and tea services to the Managing Director and other Management Team members;
• Manage guest house issues including maintenance, gardening, supplies and rental payment follow up.
• To manage the manager’s calendar, to spot bottlenecks, to monitor deadlines, to agree on priorities, to take proactive action, to realize effective time usage.

Office Management and Stores Administration

• Ensures all offices are furnished with required utilities such as electricity, telephone and water as required;
• Control the monthly cost of utilities such as electricity, water, and fax facilities and propose alternative ways of reducing cost;
• Coordinates, leads and supervises the works of general service staff including Receptionist, Office Assistants and cleaning company staff;
• Ascertains that all office stationary and relevant office items are available at stores;
• Administer receipts and issue of goods such as stationeries and other supplies.
• Ensures that the necessary office supplies are available for all on each floor and avoid shortages by planning and ordering ahead of time;
• Ensures that usage of Company drivers is maintained as per the standard set out;
• Ensures that all flight ticket bookings of Central Office employees are made through the Administrative Support Manager 
• Ensures that vehicle rentals are made after validating with the relevant Management Team member
• Assist in expat staffs to re-export/import PB items during leaving/joining Heineken Ethiopia.

Organizing visitors program

• Prepare itinerary 
• Book Hotel
• Arrange pickup and drop off including driver during their stay
• Schedule all participants of meetings, send out invites and confirm
• Arrange for coffee/lunch/ dinner reservations
• Visa Processing
• Give response to different visa related enquires
• Organize the necessary documents for visa processing

Job Requirements

Education

• Bachelor degree in any field 

Experience

• Minimum of three years experience in administration and executive management support role

Behavioral competencies

• Put Safety First 
• Act as an Entrepreneur 
• Collaborate Through Trust 
• Keep it Simple 
• Learn, to improve

How to Apply

Qualified and interested candidates should send their updated CV to hk@ethiojobs.net

Only shortlisted candidates will be contacted