Short Description of the company

Shayashone is an emerging business engaged in agribusiness advisory/consultancy services, manufacturing and distribution, commercialization of social impact products and import and export. Recently, the company has expanded its portfolio to education sector on a project with a development organization.

Job summary

The Administrative Assistant is responsible to perform administrative and office support activities such as writing letters, communication with the different department team, filing, and faxing, maintaining the office, repairing of office machines and event organizing.  In addition, the Administrative Assistant will be responsible to assist in HR and finance related functions, including recruitment, staff relations, on boarding and related administrative duties.

 Key Roles and Responsibilities

Secretarial Services

• Attends phone calls and responsible for writing business letters and reports

• Keeps all the documents and files of the organization in hard and electronic form and also keep track of all staff personal files.

• Responsible for keeping record of all types of leave and ensure they are taken on time with proper authorization from the appropriate Managers; liaise with supervisors for corrective actions on leave of absence documentation

• Assist with provision of staff identification cards, business cards, mobile telephone scratch cards (monthly), and other facilities

Business support

• Attends phone calls and responsible for writing business letters, reports or office memoranda using word processing programs.

• Keeps all the documents and files of the organization in hard and electronic form and also work as a custodian of all staff personal files.

• Responsible for keeping record of all types of leave and ensure they are taken on time with proper authorization from the appropriate Managers; liaise with supervisors for corrective actions on leave of absence documentation

• Assist in preparation of meetings, writing reports, managing calendars for general manage and the preparing management team meeting minutes.

•  Assist with provision of staff identification cards, business cards, mobile telephone scratch cards (monthly), and other facilities

Administration

• Assist in preparation of meetings and conferences 

• Supervise office cleaners and make sure that the working environment is kept clean and in order, the small kitchen and machines are kept neat all the time.

• Ensure printing paper and cartridge is ready for internal users in all printers and functionality of common printers, photocopy and fax machines and report problems.

• Assist in the inclusion of new staff to the insurance policies immediately upon employment, process staff claims for reimbursement of expenses as per the insurance policy

• Assist in the recruitment and selection process: receive applications, assist in keeping applicant information electronically for possible reference and review, assist in scheduling of interviews

 Procurement

• Responsible for planning and acquiring of office supplies in consultation with teams and compliance with procurement procedures

• Accountable for managing office supply inventories and appropriate utilization.

• Liaise with computer maintenance service, office cleaning service and related suppliers

 Leadership and Management Competences

• Excellent communication skills.

• Mastery in demonstrating personal effectiveness and delivering results in teamwork

• Outstanding skills in planning, organizing and reporting 

• Good understanding of cross-cultural working practices

• Ability to perform under stress with minimal supervision and able to handle multiple tasks at a time in calm and organized manner.

• Have an attitude stimulating integration of diversity and inclusiveness

Technical Competences

• Mastery in all MS office programs (word, excel and project).

• Strong understanding of contract and procurement procedures.

• Outstanding speaking and writing skills (both in English and Amharic).

• Fast typing speed of above 50 Words per minutes

Type of employment:   Indefinite

Reports to:  General Manager

Job Requirements

Education, work experience and language

• BA in Secretarial and Office Management, Business Administration and related fields.

• At least 1 year of hands on experience as Administrative Assistant.

• Proficiency in Spoken and Witten English and Amharic languages is a must.  

Benefits and Compensation

• Salary: Negotiable but competitive.

• Other: Medical and Life Insurance with limit

How to Apply

Submit your CV and Cover letter via email: recruitment@shayashone.com

Note: Please indicate the job title you are applying for on the subject of your email. 

Deadline: Feb 17, 2023.