Administrative Officer 7 views

JOB SUMMARY

Provides administrative and coordination support to the HR Department and management by managing schedules, meetings, documentation, travel arrangements, office administration, and other HR-related activities. Supports the smooth and professional operation of the office and assists with government, immigration, and external stakeholder requirements.

DUTIES AND RESPONSIBILITIES

• Maintain a professional, clean, attractive, and well-organized reception and office environment.
• Schedule and coordinate meetings, appointments, interviews, workshops, retreats, and other HR events.
• Attend meetings, take minutes when required, and follow up on agreed actions.
• Manage and maintain HR, government, non-government, and other official files and correspondence, ensuring documents are properly filed and easily retrievable.
• Ensure proper control of reception files and track documents borrowed from files until they are returned.
• Assist the HR Department in organizing and scheduling interviews.
• Prepare and send official correspondence to government and non-government organizations as required.
• Prepare and send visa invitation letters for visitors coming to Ethiopia.
• Coordinate with government offices and external agencies on immigration, work permits, residence IDs, and other related matters for expatriates and other employees.
• Follow up on the renewal of business licenses and other important company documents.
• Arrange flight bookings and hotel/accommodation reservations for staff and visitors and coordinate timely settlement of related payments.
• Prepare and submit reports on flight and hotel expenses/payments to the HR Manager.
• Receive, sort, and distribute incoming mail, deliveries, and courier items.
• Answer, screen, and direct incoming calls while providing basic information when required.
• Maintain and regularly update the internal contact list.
• Follow up on monthly phone, EVDO, Wi-Fi, and other related bills to ensure timely payment.
• Coordinate stationery requirements and follow up with Procurement to ensure timely availability.
• Ensure adequate printing paper, printer cartridges, and other office supplies are available for internal users.
• Monitor the functionality and maintenance of common printers and photocopiers.
• Provide general secretarial and administrative support to the HR Department and management.
• Perform other relevant duties as assigned.

Education

• BA in Management or related field of study.
• Fresh graduates are welcome to apply.

Experience

• Up to 1 year of relevant experience is an advantage.