Shayashone PLC 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 the education sector on a project with a development organization.

Job Summary

The Administrative Assistant is responsible for performing administrative and office support activities such as writing letters, communicating with the different department teams, filing, maintaining the office, repairing office machines, and event organizing.  In addition, the Administrative Assistant will be responsible for assisting in HR and finance-related functions, including recruitment, staff relations, onboarding, and related administrative duties.

Key Roles and Responsibilities

Secretarial Services and Business Support

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

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

• Responsible for keeping a record of all types of leave and ensuring 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 the provision of staff identification cards, business cards, mobile telephone packages (monthly), and other facilities.

• Responsible for writing office memoranda using word processing programs.

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

• Assist in the preparation of meetings and conferences,

• Assist in writing reports, managing calendars for the general manager, and preparing management team meeting minutes.

Administration

• 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 the cartridge are 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, and assist in scheduling interviews.

Procurement

• Responsible for planning and acquiring 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 a calm and organized manner.

• Have an attitude stimulating integration of diversity and inclusiveness.

Technical Competences

• Mastery of 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 minute.

Type of Employment: Indefinite

Reports to: General Manager

Application Deadline: Oct 19, 2023

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 an Administrative Assistant.

• Proficiency in spoken and written English and Amharic languages is a must.  

Benefits and Compensation

Other:

• Medical and Life Insurance with limit.

How to Apply

Interested and qualified applicants send only your CV and Cover Letter to recruitment@shayashone.com before Oct 19, 2023. Please indicate the job title you are applying for on the subject of your email.