Office Manager 13 views1 application

Vacancy Announcement ‘#009/2025’

Office Manager

Sustainable Training and Education Programme (STEP) IV

Contract Duration: March 01, 2025 up to November 30, 2027

The Ethio-German Sustainable Training and Education Programme (STEP) IV improves the employment prospects of young Ethiopians by promoting quality, relevance and gender equality in the technical and vocational education and training (TVET) system with a technical focus on green and digital transformation in cooperation with the Ministry of Labor and Skills (MoLS), related agencies and relevant stakeholders. At its core the programme establishes strong linkages between the education and the private sector to support the development of a modern education system geared towards employment and economic growth. In this, employers, education providers and public authorities come together to identify their needs and jointly develop education and training solutions that best tackle the skill mismatch.

Responsibilities and Duties

The Office Manager is a key member of the administrative team, responsible for providing comprehensive support to the smooth and efficient day-to-day operations of the office. This role requires a highly organized and professional individual with excellent communication and interpersonal skills, a strong customer service orientation, and the ability to thrive in a fast-paced environment. The major responsibilities and duties are the following.

Front Desk & Reception:

• Greet and welcome visitors professionally, ensuring a positive first impression.
• Answer and direct phone calls promptly and courteously, providing accurate information or transferring calls as needed.
• Manage incoming and outgoing mail, packages, and deliveries, ensuring timely and secure handling.
• Maintain a clean, organized, and welcoming reception area.
• Assist with wayfinding and office tours for visitors.

Administrative Support:

• Manage office supplies demand, placing orders as needed and ensuring adequate stock levels.
• Assist with travel arrangements, including booking flights, accommodations, and ground transportation.
• Schedule and coordinate meetings, appointments, and internal and external events, including conference room bookings and catering arrangements.
• Maintain accurate and up-to-date office records and files, both electronic and physical.
• Provide general administrative support to staff members, such as photocopying, faxing, and document preparation.
• Drafts minutes, letters and general correspondences and memos in English language
• Handles telephone calls and keeps the project’s staff informed of all phone calls, meetings and other commitments.
• Arranges appointments with persons from outside the project and schedules visitors to the project’s staff.

Office Management:

• Assist with office maintenance and upkeep, including coordinating repairs and maintenance requests.
• Ensure office equipment is functioning properly and troubleshoot minor technical issues.
• Assist with the onboarding of new employees by providing necessary information and resources.
• Contribute to the development and implementation of office policies and procedures.

Customer Service:

• Build and maintain positive relationships with clients, vendors, and other external stakeholders.
• Respond to inquiries and requests from staff and visitors in a timely and professional manner.

Required qualifications, competencies, and experience.

Qualifications

• A minimum of B.A degree in business administration or related fields

Professional experience

• Minimum of 4 years relevant working experience

Other knowledge, additional competencies

• Knowledge on administration/management; experience with travel management; event organization, experiences in international organization.
• Experience and knowledge in application Microsoft Office software
• Business Fluency in Amharic and English language skills, written and oral
• High degree of efficiency, team-working, integrity and accountability