Purpose of the job

Ensures the day to day  management of the GM’s office

Key Responsibilities

• Provide secretarial service: process letters and memorandums and keep files for all outgoing and incoming correspondences.
• Forwards information by receiving and distributing communications, collecting and mailing correspondence and copying information.
• Inspect office equipment (Fax, LCD, Scanner, Photocopy Machine and Printer) under custody by performing routine maintenance and completing preventive maintenance, calling for repairs and monitoring equipment operation
• Serve visitors and guests by answering questions, forwarding messages, confirming guests’ orders for accommodation and keeping guests informed the status.
• Ensure all department documents, agreements, reports etc… are maintained in both  soft and hard copy
• Assist staff with administrative duties as requested.
• Maintain office filing and storage system.
• Organize travel arrangements depending on needs.
• Monitor and maintain office suppliers.
• Record and maintain minutes of staff meetings, management meetings, and other general meetings as required to the expected standard.
• Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to the organization's accomplishments.

Work contacts  (includes, but not limited to)

Internal

• All department employees

External

• All GM’s Guests

Reporting to position: HR Manager

Education

• BA degree  in Administrative office Management, Secretarial Science or related fields

Experience

• A minimum of 4 years experience in office administration or relevant experience.

Leadership/ Behavioral Competencies

• Put Safety First
• Act as an Entrepreneur
• Collaborate through Trust
• Focus on Support over Control
• Keep it Simple
• Lear, to Improve

Functional Competencies

Languages

• Amharic
• English