Senior Secretary

KAKI PLC is an official dealer and assembler of ISUZU Vehicle in Ethiopia. It is also engaged in different business lines including import, export, metal fabrication, after sales services, and cargo freight transport operations. The company wishes to employ a qualified professional for the Senior Secretary position.

General Duties and Responsibilities:

Organize and maintain schedule for the Alemgena Branch, handle and write correspondences, receive guests/customers, messages, phone calls, and maintain efficient filing system.

Specific Duties and Responsibilities:

• Manage and coordinate daily, weekly, and monthly calendars of the Alemgena Branch.
• Schedule and attend meetings and keep minutes.
• Schedule appointments for the Alemgena Branch Manager.
• Liaise between HR & Property admin head and employees/clients.
• Act as a receptionist and professionally greet and receive guests and clients.
• Answer and screen telephone calls, and respond to emails, messages and other correspondence.
• Re-direct e-mail messages, letters and faxes to the right person or work unit as required.
• Provide responses to common queries from employees and clients.
• Prepare drafts and types simple letters for the Alemgena Branch.
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, etc.)
• Register incoming and outgoing letters, direct letters and instructions to concerned work units.
• Prepare materials for mailing, sort and file correspondences, locate and extract information from files.
• Draft, edit and review documents as required.
• Draft circulars, memos, reports, and confidential letters for the Alemgena Branch.
• Maintain the integrity and confidentiality of all records and information of the company.
• Classify materials for filing, and keep a variety of records.
• Operate and maintain office equipment, and ensure the availability of sufficient stock of stationery and get it replenished as required.
• Maintain electronic and paper records to ensure easy accessibility.
• Keep clean computers and make sure that things are in order and the office of the Alemgena Branch Manager is kept clean.

Required Number : 1(One)

Qualification : B.A. Degree or Diploma in Business Administration & Information System (BAIS) or Secretarial Science or related fields

Work Experience : 2 Years for Degree or 4 Years for Diploma graduates in relevant role

Skills and Abilities:

• Computer skill (MS word, Excel, Power Point) and Internet search and browsing
• Strong knowledge of databases and tracking systems
• Communication skill (both written and verbal)
• Experience on ERP is preferable