Liaison Officer

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

Main Purpose of the post

The Liaison Officer serves primarily as the office messenger of Ethio Bio-Pharma, delivering and collecting official documents, running official errands and providing routine administrative support. Alongside this primary function, the post holder carries a set of liaison duties with external entities such as federal or regional government offices, banks, insurances, partner organizations and other institutions, mainly the submission, collection , coordination of tasks and follow up of official documents and routine administrative matters

General Duties and Responsibilities:

• Government Relations: Submit, collect and follow up on official letters, applications, renewals and clearances at government offices, as instructed by the immediate supervisor
• Stakeholder Communication: Communicate and engage with external entities in a professional, meaningful and respectful manner when conducting official business on behalf of the Enterprise
• Administrative Tracking: Track submitted documents through the relevant offices in Addis Ababa and regional branches, and collect them once processed
• Reporting & Briefings: Provide the immediate supervisor with updates on documents delivered, collected and pending, and on any delay or difficulty encountered at an external office
• Relationship Management:
• Build and maintain good working contact with the offices, banks, regulatory bodies and partner institutions visited regularly on behalf of the Enterprise.
• Engage regularly with Department Managers to understand their priorities and provide communication support.
• Represent Enterprise appropriately when conducting official business or administrative matters at government offices, partner organizations, banks and other external institutions.
• Communication & Problem Solving:
• Pass on letters, messages and information accurately between the company and external parties, without giving personal opinion or making any commitment on behalf of the Enterprise.
• Assist with the practical arrangements for meetings, including delivery of invitations and preparation of meeting rooms and materials.
• Identify potential issues between stakeholders and proactively resolve them in a diplomatic manner and ensure the organizational interest are safeguarded while maintaining positive relations
• Report any document that is lost, delayed or rejected, and any difficulty encountered at an external office, to the immediate supervisor without delay
• Professionalism and Confidentiality:
• Monitor changes in Ethiopian government policies, especially those affecting manufacturing and trade sectors.
• Maintain professionalism, confidentiality, integrity and a positive image of the Enterprise when interacting with external stakeholders.
• Handle official documents, any cash advanced for errands and any property of the company entrusted to the post holder with due care, and account for them promptly.
• Gather and address feedback from employees and managers on policy matters

Specific Duties and Responsibilities

• Collect outgoing letters and documents from departments, sort them by destination and plan the daily delivery route
• Deliver documents to government offices, partners, NGOs, banks and other institutions, and obtain proof of receipt
• Collect incoming letters, invoices, bank statements and receipts from external parties and hand them over to the concerned department
• Follow up on official letters, requests, permits, and approvals until they are processed, and collect them once ready
• Attend to counter formalities at external offices, including queuing, completion of standard forms, payment of fees and collection of receipts
• Assist in preparing meeting rooms, materials and refreshments for meetings, visits, and appointments with stakeholders
• Ensure information is accurately shared and clearly understood by all parties
• Carry out photocopying, scanning, filing and dispatch of mail, and distribute internal circulars and notices
• Keep a simple daily register of documents delivered, collected and pending, showing dates, receiving offices and names of recipients
• Obtain a signature, stamp or receipt for every document delivered, and return the acknowledgement copy to the originating department
• Ensure all activities comply with organizational policies and regulations
• Working on field assignments outside Addis Ababa
• Carry out similar tasks as assigned by pertinent authority

V. Reports to: This positions reports to the HR and Administration Manager

VI. Salary : As per the Organization's Scale