Office Manager/Assistant to the Managing Director

People First Consult is currently looking for an Office Manager/Assistant to the Managing Director for one of its esteemed clients— a logistics company based in Ethiopia.

Position Details

Job Title:                            Office Manager/Assistant to the Managing Director

Responsibility:                   Managing Director

Duty Station:                      Addis Ababa

Job Summary:                   This job mainly deals with the office management and administration, execution of operations in all field (Ocean, Air, Road, and Rail) and support to the Managing Director.

Duties and Responsibilities

Operation Related

• Prepare annual plan and budget proposal to carry out related activities
• Handle both incoming and outgoing correspondences
• Ensure necessary documentation are sent to Djibouti Agents
• Follow-up the clearance and loading of shipment from Djibouti to respective destination
• Follow-up the timely and safe arrival goods loaded from Djibouti to Customs Custody
• Follow-up the timely and safe arrival of goods completed customs inspection to their respective destinations
• Ensure to send pre-alert messages and scan copy of AWB/BL and other related documents to all export cargos
• Follow-up with destination station the arrival of goods for all export cargos
• Handle both import and export ocean and air shipments effectively and efficiently
• Follow up all staffs update their shipment on MIS on timely basis – data has to be up to date for all operation
• Administer MIS data from the date operation opened to the date operation delivered to client, declaration distribution up to invoicing date. The data of each operation has to be filled out for all required columns i.e. shipment loaded on truck, truck plate numbers etc.
• Follow up on notifications to clients about the whereabouts of their goods on a routine basis /daily/ both in writing and phone conversation
• Administer air and ocean freight documentation effectively and timely
• Follow up necessary documentation and forward it to filed staffs / transistors to obtain the Customs Transit documents
• Direct and assist Transistors in the field work as and when required
• Provide ocean and air import/export price quotation for clients in consultation with appropriate staff members
• Ensure to have written communications with your clients for all time sensitive and cost related matters.
• Administer customs declarations timely and efficiently
• Ensure all costs are supported with respected receipt
• Provide the necessary information to client regarding ocean import and export requirements
• Follow-up efficient delivery of shipments to clients at both ends (in country /abroad)
• Follow up and supervise appropriate and timely transport service for import and export shipments is provided
• Organized and coordinate all necessary facilities for both import and export of goods in timely manner
• Handle timely insurance claims and processes, if and when necessary
• Provide daily and weekly operation follow-up report of your respective operations to the Managing Director
• Facilitate smooth communication between clients and staff members
• Notify the Managing Director when a shipment is overdue or stack to any circumstance, more than a day.
• Communicate timely to the Managing Director if and when matters require the Managing Directors attention

Administrative

• Supervise/Oversee team leaders and other staff members assigned to carry out respected assignments
• Develop logistics standard operating procedures
• Develop monitoring tools related to overall logistics and supply chain and ensure its updated on a regular basis
• Maintain and monitor the monitoring tool and identify and rectify operational hindrance
• Ensure clients and partners are updated on their shipment status from receipt of the order till and after delivery of cargo
• Explore methodology and suggest for improvements to enhance the operational efficiency of all staffs
• Provide oversight, ensuring compliance by all staffs with existing polices, operating procedures and best practices including internal and external rules and regulations
• Organize, facilitate and/or deliver staff trainings and learning initiatives on Logistics and Supply chain and related topics
• Facilitate smooth communication between clients and staff members
• Ensue and control proper use of office procedures that includes, use of office manuals, procedures, e.g. store procedure vehicle log-book, staff uniform, forms, etc.
• Manage office expenses, use of telephone, fax, e-mail, stationery…
• Ensure all outgoing letters and e-mails keep professional standard
• Produce annual plan together with its objectives and action plans
• Perform annual objective and action plan
• Ensure the proper filing of both incoming and outgoing correspondences
• Manage and supervise staff members assigned to handle ocean, air freights and packing
• Ensure all staff respect the office hour; office manner; dress code staff rule etc.
• Ensure the proper administration of staff annual leave, sick leave, and other leaves
• Effect third party charges payments only against contractual agreement and proper documentation
• Ensure to receive monthly accounts reconciliation
• Ensure proper administration of staff per diem and other expenses
• Employ contract or daily laborers as and when necessary
• Follow-up invoices related to the operation handled under your administration
• Ensure and manage all the necessary facilities are fulfilled for all staff members to undertake their duties
• Assign/re-assign operations in the absence of staffs in charge
• Prepare and send monthly reports to the board of directors
• Supervise/Oversee staff members carrying out their duties as per their assignment
• Undertake performance evaluation for all staff members under your direct administration
• Ensure communication between the staffs and clients have to be copied to the group e-mail for smooth follow up of each operation
• Ensure proper administration of office vehicles and maintenance
• Perform any other tasks as requested and assigned by the Managing Director

Work Experience:

Minimum of 5years (Master’s Degree Holders) or 7years (Bachelor’s Degree Holders) with combined experience in Logistics, Supply Chain Management and Commercial relations both local and international is required.

Excellent in Microsoft office tools, including but not limited to MS-Word, Excel, Publisher, PowerPoint, e-mail and outlook is required.

A minimum of 2years as supervisory position is mandatory.

Language Requirements:   

Fluency in English, reading and oral.

Other Requirements:  

Minimum of 2^nd grade driving license

How to Apply

Please send your resume to careers@peoplefirstconsult.net using the job title as the subject.