Admin Assistant – EASE Engineering PLC
Admin, Secretarial and Clerical, Legal
EASE Engineering PLC
East Africa Specialized Engineering, PLC is a subsidiary of Africa Specialized Engineering, B.V., a Netherland based engineering firm specializing in providing unique and tailor made construction solutions that optimize existing and new construction projects.
Since the early 1950s, there have been considerable advances in the “art” and “science” of structural designs and construction through the use of better structural materials, refined knowledge of structural design processes and construction technologies and methodologies. Most of these advances, however, remain underutilized in various parts of Africa.
EASE hopes to bridge this gap through the delivery of advanced design and construction services to our clients.
Job brief
We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to the HR and Admin Manager, General Manager and assisting in daily office needs and supporting our company’s general administrative activities.
Duties and Responsibilities
Personnel & Human Resources:-
- Compile and update all employee files
- Communicate with candidates and schedule interview and exams
- Receive, Write and distribute email, correspondence memos, letters, faxes and forms
- Assist in the preparation of regularly scheduled reports
- Keeps archive and retrieves information as requested from records, emails, minutes and other related documents; prepares written summaries old data when needed.
- Maintain contact lists both for internal and external purposes,
- Coordinates local and international travels, meetings, and appointments for managers
- Liaise with the HR and Admin Manager to handle requests and queries
Administration:
- Welcomes and act as the point of contact for clients and visitors
- Answer and transfer phone calls,
- Organize and schedule appointments; plan meetings and take detailed minutes,
- Provide clerical and administrative support to the GM and HR and Admin Manager,
- Organize and supervise day-to-day operations of the administrative department and staff members
- Monitor inventory of office supplies and the purchasing of new material
- Oversee facilities services, housekeeping and maintenance activities
- Maintain smooth running of office by monitoring office supplies, maintenances and overall office sanitation
- Maintain suitable work environment
- Manager ticket, visa, work permit and residence ID process of expat employees
- Schedule and follow up the meetings of the General Manager
- Assist the General Manager in administrative works when requested
- Type and review drafts and documents (contracts, quotations, letters, reports, etc.) to verify completeness and accuracy of format used
Location: Bole Sub City, Wereda 06, Jacros-Salitemehret RD, Near Nexus Hotel
Key Skills Education/Training: –
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- Proven experience as an Administrative/HR Assistant, or Office Manager position
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (Outlook, MS Excel and MS PowerPoint, in particular)
- Basic understanding of clerical procedures and systems.
- Attention to detail and problem-solving skills
Qualification
- Candidate should have a bachelor’s degree in human resources, Law, Secretarial science or related social science fields.
- Candidate must have minimum of 3-years experience in Office Management, Administrative Assistant or HR Assistant position
- Experience on payroll and HR are preferred
Special Requirements:
- Availability to work overtime when required at last minute.
- Multitask, able to handle efficiently several unrelated tasks at the same time.
