Job Description

Our companyYetem Trading PLC has been engaged in the trading business since 1983 E.C. and owned a cosmetics house that supplies and distributes different brands. Yetem Trading has its extensive customers base from all over Ethiopia and has created an assortment of collections that has gained its reputation to be the leading name in the cosmetics sector.Currently we are investing in establishing a manufacturing unit of personal care cosmetics and plastic. The company owns 5000 Sqm plot manufacturing facility in Sheger City Administration which is at 4 km North of Addis Ababa at specific place called Sululta. We installed technologically advanced machines, and we are on the verge of starting production.

Required posts: 1

Position Description: - The position is to handle the guest reception and office coordination of the head office/city office/ of the company including telephone operator services, guest reception, correspondence handling, office support, secretarial duties, coordinating safety and cleanliness as per the company systems, policies and procedures of all support service activities. In addition, the position is to handle the documentation requirement for the import export transactions done by the company in support of the import and export activity.

Major Duties

Key responsibilities and accountabilities

Office Coordination

Maintains workplace security by coordinating the incoming and outgoing guest

• Organizes meeting and conference room up on request and keep the conference room standard every time

• Organize proper documentation of incoming and outgoing documents – letters, envelops and other messages.

• Coordination the communication and message handover between head office and factory office and other offices

• Keeps the confidentiality of the Company information – including license, tin, commercial registration and stamps.

• Coordinate the availability of stationary items, and Processes requests, stores and distribute stationery and cleaning materials.

• Coordinate the functionality of stationary equipment’s such as common use printer and photo copier.

• Performs secretarial support services including email communication (at times requested).

• Keeps both the Company Hardcopy/Softcopy documents in a safe place

• Safeguards the Company working properties inside the office

• Supervise the cleanliness and organization of the office; and supervise the office refreshment service (i.e supply of water/tea/coffee)

• Maintain Register or logbook for incoming and outgoing letters.

• Initiate, coordinate and facilitate events and social gatherings for corporate office employees.

Reception

• Welcomes visitors, provides them with information and directs them to the appropriate staff member/Manager.

• Maintains visitors’ logbook – recording all relevant information and distributing visitors’ badge specially for factory visit.

Switchboard

• Answers and redirects incoming calls and answer’s callers’ questions.

• Takes messages and transmits telephone messages to the concerned.

• Ensures lines telephone and network are functioning properly at all lines, co-ordinates with IT officer when problems occur.

Secretarial duties

• Assist the GM and DGM in organization office and documentation

• Keeps the relevant contact lists of the office as required

• Handle some secretarial tasks for the GM and DGM and others managers up on request

• Receive, record and address office communication the right and professional way.

• Assist managers in coordinating office tasks and guest flows.

• Follows up on all work-related messages and correspondence with the relevant contacts and departments.

• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contracts relevant to the position.

• Collects and shares information as per company rule for guest communication

Import Export Documentation

• Ensure proper filling and documentation of all import and export activity documetations as per the import export procedure.

• Ensure to facilitate the import export document requirements and logistic requirement are done in time.

Additional duties

• Undertakes such additional duties which may from time to time be assigned to the Employee in the discharge of her duties.

• To ensure that a correct and proper image of the Company is maintained at all times.

Application Dead line:- November 26, 2023

Work Station: Company Head Office – Piasa Area

Job Requirements

Qualification and Experience: 

• BA Degree in Management or related field or Diploma in Secretarial Science and Office Management or Diploma in IT with 8 -10 years’ experience as an executive secretary, admin assistant, HR officer. Experience of assisting higher executives and HR officer is very mandatory.

Competencies Required

• Good communication and interpersonal relationship skills both in written and verbal.

• Strong experience in customer handling in an office environment.

• Strong experience in office management.

• Knowledge of basic computer skills.

• Multitasking skills and People skills

• Problem solving skills and Self-starter

• Organizing skills and Attention to detail

How to Apply

Submit you CV via email: yetemtradingjobs@gmail.com

NOTE: Early applicants are highly appreciated.