The Office Administration and Secretary is responsible for organizing and coordinating office activities and procedures in order to ensure the project unit effectiveness and efficiency; must make sure that office equipment is maintained relevant records are up to date and files are orderly archived.

Roles and Responsibilities

The Office Administration and Secretary will have the responsibility to maintain an efficient delivery of office secretarial and management functions.

(a)  Maintain Office Services

• Establish standards and procedures, organize office operations and procedures

• Deliver clerical and secretarial functions

• Prepare time sheets

• Control correspondences, monitor, record and report to phone calls, mails/messages and deal with routine appointment and reception of guests

• Review and approve supply requisitions, facilitate the timely, procurement request and delivery of stationery and office utilities, maintain office equipment

• Liaise with other agencies, organizations and groups

(b) Maintain Office Records

• Design filing systems; ensure filing systems are maintained and up to date.

• Define procedures for record retention, warrant effective transfer of files and records, and ensure protection and security of files and records

• Transfer and dispose records according to retention schedules and policies; organize in and out letters to partner offices, project woredas, Regions and Federal project coordination units

• Ensure personnel files are up to date and secure

(c)  Maintain Office Efficiency

• Plan and implement office systems, layout and equipment procurement

• Anticipate needed supplies, verify receipt of supply

• Maintain and replenish inventory heck and code stock to determine inventory levels.

• Strictly make supervision on office utilities and their maintenance service, ensure the safety and security office properties

• Carry out other functions as assigned by the project coordinator

Job Requirement

Qualification:  TVET Diploma (Level 4) and College Diploma

Work Experience:

• 6 years or 4 years for TVET Diploma or College Diploma respectively

• Knowledge of Office Administration and Management.

• Ability to maintain a high level of accuracy in preparing and entering information and ability to organize data and draft reports on daily, weekly and monthly basis.

• Strong communication skills that help to develop courteous conversation with the customers

• Customer satisfaction-oriented

• The candidate is expected to have good team spirit and attitude, strong communication and time management skills

• Ability in computer writing including spread sheet and word processing is mandatory.

Duty Station: The Office Administration and Secretary will be stationed at the Federal Project Coordination Unit.

Basic salary:  As per the scale of the Project

Recruitment period: one year contract to be extended as needed

How to Apply

Submit your CV and Supportive document in person to the Ministry of Agriculture, around Gurd shoal Behind ministry of Trade and Regional integration Block A 4Th Floor, Human Resource Executive