Experience
Mid Level(3-5 years)
Salary
Not specified
Posted
9 days ago
Deadline
in 3 days
Job Description
About Us
Ethio-BioPharma Enterprise (EBPE) is Ethiopia’s state-owned pharmaceutical manufacturing enterprise, established to build the nation’s capacity to manufacture vaccines, essential medicines, diagnostics, medical supplies and other healthcare technologies locally. Operating under EIH, EBPE is developing an integrated pharmaceutical campus at the Kilinto Special Economic Zone in Addis Ababa, co-locating multiple manufacturing units that share infrastructure, talent, and corporate services.
Job Summary
I. Main Purpose of the post
The Executive Secretary or receptionist provides high-level administrative support to senior management, manages correspondence, schedules meetings, and ensures the smooth operation of the office. Additionally, the Executive Secretary will serve as a cashier, handling petty cash transactions, processing payments, and maintaining accurate financial records related to cash handling activities
II. KEY RESPONSIBILITIES / ACCOUNTABILITY
- Provide comprehensive administrative support to senior executives, including managing calendars, scheduling appointments, and organizing meetings.
- Prepare and edit correspondence, reports, and presentations as required.
- Serve as the point of contact between management and internal/external stakeholders.
- Manage incoming and outgoing communications, including phone calls, emails, and mail.
- Maintain organized filing systems for documents, records, and reports.
- Act as a cashier by handling petty cash transactions, processing payments, issuing receipts, and maintaining accurate cash logs.
- Ensure proper documentation of all financial transactions related to petty cash and cash handling.
- Monitor and reconcile petty cash balances regularly.
- Ensure compliance with organizational financial policies and procedures.
- Assist in organizing events, workshops, and other administrative activities
- Carry out similar tasks as assigned by pertinent authority
Reports to: This position reports to HR and Administration Manager
Salary: As per the Organization's Scale
Requirements
Education Qualification and Experience
- Bachelor’s degree in Secretarial Science, Business Administration, Office Management, or related field preferred with a minimum of 5 years’ experience. Or
- A Master’s degree in related field with a minimum of 3 years’ experience.
- Proven experience as an executive secretary or administrative assistant, with experience in cash handling being advantageous.
- Excellent organizational and time management skills.
- Strong communication and interpersonal skills.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Attention to detail and high level of accuracy in financial transactions
Skills
- Skill in managing multiple priorities and meeting deadlines.
- Strong numeric and cash handling skills.
- Excellent verbal and written communication skills to liaise effectively with internal teams and external stakeholders.
- Excellent problem-solving skills and a proactive attitude.
- Strong time management skills to prioritize tasks and meet deadlines
Abilities
- Ability to handle confidential information with integrity.
- Ability to prepare clear and concise reports and correspondence.
- Ability to handle sensitive financial and organizational information discreetly and professionally.
- Ability to efficiently manage schedules, correspondence, and administrative tasks to ensure smooth operations
Core competencies
- Proficiency in managing petty cash, processing payments, issuing receipts, and reconciling cash transactions accurately.
- Capacity to troubleshoot issues related to administrative and financial tasks efficiently.
- Flexibility to adapt to changing priorities and organizational needs.
- Proficiency in MS Office suite (Word, Excel, PowerPoint).
- Providing courteous and professional service to internal staff and external contacts, especially during financial transactions.
- Addressing inquiries related to petty cash or administrative matters promptly.
Required Skills
Level
Mid Level(3-5 years)
Location
Addis Ababa
How to Apply
Interested and qualified applicants are invited to submit their updated CV, Copies of Education, work experience and cover letter in PDF format to ebpe@ethiobiopharma.et Please indicate "Executive Secretary'' in the subject line of your email.
Only shortlisted candidates will be considered.