ICOS Consulting PLC is a regional development and management consulting firm headquartered in Addis Ababa (Ethiopia), with over 15 years of experience in the provision of tailored consultancy and research solutions for private and public actors in Africa.

We are seeking a highly organized and detail-oriented Secretary to join our team and provide essential administrative and bookkeeping support for ICOS Consulting and its sister company. The ideal candidate will possess excellent administrative skills along with a good background in accounting/bookkeeping to effectively manage both administrative and financial tasks.

Duties & Responsibilities

Secretarial Responsibilities

• Schedule and manage calendars.

• Coordinate meetings, prepare agendas, and take accurate minutes.

• Organize and maintain filing systems (both physical and digital).

• Type request for proposals, terms of reference, contracts and so on.

• Provide administrative support to staff members as needed.

• Manage and coordinate office activities, including answering phone calls, responding to emails, and handling correspondence.

• Schedule appointments, meetings, and travel arrangements for executives, staff members and consultants as needed.

• Maintain organized filing systems for both physical and digital documents.

• Ensure the office environment is clean, organized, and conducive to productivity.

• Handle payroll processing and maintain employee records.

• Manage company property including office equipment, furniture, and supplies.

• Coordinate the maintenance and repair of office equipment and facilities.

• Maintain office supplies inventory and place orders as needed.

• Conduct periodic audits to ensure the proper utilization and condition of company assets.

• Develop and implement procedures for the safekeeping and disposal of company property.

• Assist in the procurement of new equipment and negotiate contracts with vendors.

• Communicate effectively with clients, vendors, staff, consultants and other stakeholders.

• Collaborate with other staff members to ensure smooth operations.

• Serve as a liaison between various departments within the organizations.

• Manage office supplies and equipment.

• Coordinate travel arrangements for team members.

• Communicate effectively with clients, staff, consultants, vendors, and other stakeholders.

• Collaborate with other team members to ensure smooth operations.

• Perform other duties as assigned.

Accounting/ Bookkeeping Responsibilities:

• Maintain accurate and up-to-date financial records,

• Process invoices, payments, and deposits.

• Manage petty cash and reconcile bank statements.

• Prepare and submit financial reports.

• Work with accountants to produce financial statements.

• Pay taxes on time and accurately, following all government requirements.

• Prepare and maintain financial documents such as invoices, bills, and bank statements.

• Assist in budget preparation and expense tracking.

• Work closely with auditors during financial audits, providing necessary documentation and support.

• Ensure compliance with all tax regulations.

• Reconcile financial discrepancies.

• Maintain records of tax payments and filings for documentation and audit purposes.

• Stay updated on changes in tax legislation and adjust tax strategies and procedures accordingly.

• Respond to tax inquiries or notices from tax authorities and resolve any issues or discrepancies in a timely manner.

• Stay informed about changes in financial regulations and ensure compliance with government requirements.

• Perform other duties as assigned.

Job Requirements

• TVET+4 or TVET+5 or bachelor's degree in Secretarial Science, Office Management, Accounting, Finance, or related fields.

• 0-3 years of experience in a similar role in office administration, and/or accounting preferred.

• Knowledge of accounting software such as QuickBooks, Peachtree, or equivalent and advantage.

• Excellent organizational and multitasking abilities.

• Strong attention to detail and accuracy.

• Advanced knowledge of MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Ability to type more than 40 words per minute.

• Excellent communication and interpersonal skills.

• Ability to work independently with minimal supervision.

• Familiarity with tax regulations and compliance requirements is preferred.

• Excellent organizational and time management skills, with the ability to prioritize tasks effectively.

• High level of integrity and discretion when handling confidential information.

How to Apply

• Interested applicants who meet the above minimum requirements can send electronic copies of their applications, resume, and credentials, including diploma and student copy, and others to: icosconsulteth@gmail.com or jobs@icosconsult.com

• Only short-listed applicants will be contacted.

• Salary and other benefits will be negotiable.

• If you are a proactive and resourceful individual with a passion for both administrative and financial responsibilities, we encourage you to apply for the Secretary position. This role offers the opportunity to contribute to the success of our companies while gaining valuable experience in both secretarial and accounting functions.