Title: Office Assistant
Employment Type: Full-time
Location: Addis Ababa, Ethiopia Meskel Flower, Central Printing Building
Deadline: 18 October
Job Description
ABOUT FIRST CONSULT
First Consult is a leading economic development consulting firm implementing projects in Ethiopia. Founded in 2006, First Consult (FC) has grown to design and implement projects across the agriculture, manufacturing and service sectors. Our multidisciplinary teams combine a capacity to execute with clarity of the local context.
We have delivered at-scale real impact in terms of jobs & wealth creation, business formation & growth, and investment attraction & mobilization.
POSITION SUMMARY
The Office Assistant will be responsible for providing administrative and logistical support to the Transforming Agriculture staff in day-to-day project and administrative activities ensuring that projects are executed efficiently and effectively. S/he will need to have excellent organizational, communication, and multitasking skills, as well as a keen attention to detail.
DUTIES AND RESPONSIBILITIES
PROJECT MANAGEMENT
· Organize travel and logistics for project staff
· Organize and schedule appointments.
· Plan meetings and take detailed minutes.
· Update and maintain project files and folders
· Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
· Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; and verifying receipt of supplies.
· Act as the point of contact for Vendors, Consultants, and other key stakeholders.
· Periodically review and recommend updates to administrative systems to ensure efficiency.
· Any other duties as assigned.
FRONT DESK MANAGEMENT
· Greet and announce visitors in a professional manner
· Provide visitors with information and direct them accordingly
· Screen, answer phone calls and routing callers to the appropriate department or taking messages
· Receive incoming letters and correspondences and directing it to the concerned department
· Coordinating Courier to have letters, correspondences and items picked up from the office and to their designated areas
CLERICAL SUPPORT
· Coordinate and schedule appointments and meetings in addition to booking and arranging conference and meeting rooms
· Floor coordination – Perform large scale fax, copy and scan jobs in addition to making sure of the upkeep of the machines and availability of paper
· Issuing Letters, memoranda, reports and other correspondences and managing their filing systems
ADMINISTRATIVE SUPPORT
· Monitor and manage the availability and distribution of office supplies, handling shortages and ordering new ones as necessary.
· Organize travel bookings, accommodations and reservations for staff on business related field trips
· Coordinate office events as necessary by managing office calendars and assisting in the event planning and implementation
· Assist in organizing office common spaces and ensuring the clean and organized maintenance of office kitchen, reception area, copy room, and conference room
· Coordinate with other departments to ensure compliance with established policies
· General administrative support and troubleshooting – assist in resolving office related malfunctions and respond to issues
· Support HR in shortlisting applicants by following the proper procedure
· Coordinating interviews – following up on the selected applicants to ensure they have the right time and date for interviews
· Updating the HR candidate pool
Job requirement
· Bachelor’s (BA) Degree in Business Management, or relevant Social Science studies from a recognized University/College with at least 2 years of work experience
· Strong command of English and Amharic,
· Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.
· Excellent organizational and time-management skills
· Teamwork skills
· Excellent written and verbal communication skills
· Ability to maintain confidentiality of company information
REPORTING
The Office Assistant will report to the HR and Admin Coordinator.
HOW TO APPLY
First Consult invites all well-qualified candidates to apply. Competent candidates should submit their one-page cover letter and updated CVs only to: jobs@firstconsultet.com before October 18, 2024. Candidates MUST refer to the position title ” Office Assistant” in the subject line of their email and applications.
