Project Secretary/Office Assistant/Cashier

The Transformation Triggering Facility is EU Funded pilot project to support Ethiopia in its

economic transformation through targeted interventions in selected manufacturing industry

sectors and institutions for five years /2013-2017/ based in FDRE Ministry of Industry. One of the

main intervention areas is a matching grant, which is QTIPS;Quality, Technology, Innovation and

Productivity Scheme, and administered by a General Manager at FDRE Ministry of Industry;

through the Annual Work Plan (Program Estimates-PE). Therefore, Ministry of Industry,

Transformation Triggering Facility project would like to recruit qualified applicants on the vacant

positions noted below.

General Duties:

The Project Secretary/Office Assistance/Cashier (hereafter named as Secretary) will be

responsible for ensuring the smooth running of the QTIPS Project Office.

Reporting:

The post holder will report directly to the QTIPS Project Manager

Specific Duties:

• Maintaining a filing system which will allow easy retrieval of all incoming and outgoing

mail;

• Managing distribution of incoming mail and submission of all outgoing mail;

• Assist in the administration of all personnel matters;

• Participate in all management meetings and preparation of minutes of meetings and

agenda for meetings;

• Managing schedule of meetings for the Manager;

• Management of office supplies, stationary and equipment and forwarding replenishment

requests for procurement;

• Maintaining asset register in cooperation with the Senior Contract Accounting Officer;

• Maintain vehicle and equipment repair and maintenance records, details of warranties,

schedule repairs and maintenance contracts;

• Ensure the upkeep of vehicle logbooks and provide regular analysis to ensure appropriate

vehicle usage and performance;

• Assist in the compilation of estimates for vehicle repairs and fuel; stationary and supplies

for Programme Estimates;

• Handling petty cash;

• Maintain recruited staff files including records for annual leave and individual

entitlements;

• Typing/editing letters, reports and other documents as required by the Manager;

• Any other duties and administrative tasks that may be assigned from time to time by the

Manager.

Qualification and Experiences:

• A minimum of Bachelor Degree in Secretarial /Office Management

• At least five (5) years secretarial experience;

• Preferably 2 years experience gained under donor funded projects or in international

organisations.

• General Office Administration knowledge; some experience in personnel management;

• Good reporting and typing skills;

• Good knowledge and skill of Microsoft Office (especially Word, Excel, Access)

• Excellent English language skills

Location:

• The Project Secretary will be based in the Ministry of Industry.

Closing date:

Submit your Curriculum Vitae, Covering Letter, and other relevant documents in PDF

format electronically to;

Please indicate the title of the position you are applying for in the subject line of the

email/application letter

OR Submit the hard copies of your application to;