Executive Secretary and Cashier

JOB DESCRIPTION:

Mary Joy Ethiopia is not for profit making local NGO. Currently the organization works in close partnership with many development partners and donors on different projects in Addis Ababa particularly Yeka, Gulele and Kolfe Keraniyo Sub cities and more than ten towns in the Oromia, Central Ethiopia, SER and Sidama Regions.

The organization invites eligible candidates to apply for the Executive Secretary and Cashier position.

JOB SUMMARY:

Executive Secretary is responsible for providing overall assistance to the Executive Director. She/he handles correspondences, receives guests and customers, keeps information, and receives messages and thereby carries out other secretarial duties of the Executive Directors office. She/he handles cash and stock items.

SPECIFIC DUTIES AND RESPONSIBILITIES:

Job Responsibility 1: Secretarial Duties

• Organizes and runs the office of the ED so that her/his work could be facilitated;
• Screens and schedules appointments and visitors for the ED; miscellaneous
• Types circulars, memos, reports, confidential letters, etc.;
• Maintains the integrity and confidentiality of all records and information of MJE;
• Drafts, edits and reviews documents as required;
• Gives replay to basic letters and queries;
• Informs the ED about phone calls, meetings, and other engagements;
• Receives telephone calls and messages;
• Takes minutes at management meetings as requested by the ED;
• Ensures the availability of sufficient stock of stationery for EDs Office and follows up the replenishment;
• Keeps up to date address and list of Board members, donors and other stakeholders;
• Sends and receives e-mails and faxes;
• Registers and gives reference numbers to all outgoing letters;
• Directs e-mail messages, letters and faxes to the right person or work unit;
• Ensures the timely and efficient dispatch and receipt of all communications.

Job Responsibility 2: Documentation:

• Ensures that letters, faxes, electronic communications, etc. are appropriately numbered;
• Ensures the central files are managed properly by using MJDAs filing system;
• Ensures the proper filing of all incoming and outgoing mails to the EDs Office such that efficient and swift retrieval is possible;
• Keeps records of all minutes, policies etc. established by the Board and General Assembly;
• Provides assistance and support to other departments in their filing needs.

Job Responsibility 3: Cash Handling:

• Receives cash and checks on a pre numbered Cash Receipt Voucher of the organization, deposits collected money in the bank intact and submits the Receipt/Invoice and bank deposit slip to accounts;
• Maintains a petty cash and fuel coupons and makes disbursement against written orders or authorizations;
• Confirms that petty cash payment voucher and supporting documents are complete before effecting payments;
• Follows-up the settlement of temporary advance payments effected with "Suspense Vouchers and report to the Supervisor if there are unsettled suspense vouchers;
• Effects training and work shop payments against the attendance sheet;
• Obtains receipts and reconciles cash balance with records, clears all advances taken by staff and updates all records on file;
• Requests for the replenishment of the petty cash when it reaches the minimum limit.

Job Responsibility 4: Miscellaneous Duties:

• Requests stationary and other supplies for administrative use;
• Keeps the confidentiality of files and documents and ensures that the lateral files and filing cabinets are properly kept locked;
• Maintains a register to dispatch mails, parcels;
• Operates office machines as required and handles other equipment properly and safely;
• Stamps titers and logo on outgoing letters;
• Perform other duties as assigned by he Supervisor.

REPORTS TO:Head of Finance and Administration

Note: MJE is equal opportunity employer and hence candidate from all background: religion, ethnic group, qualified women and people living with disabilities, etc. are all encouraged to apply.

QUALIFICATIONS:

• BA/Diploma (10+3) in Secretarial Science/Business Admin or related.

• 2/6 years of work experience as Secretary.

TECHNICAL AND OTHER SKILLS

• Proficient in computer skills (MS word, Excel, Power Point) and Internet browsing skills;
• Good Communication and Interpersonal Skill;
• Proficiency in verbal and written English and Amharic languages.