Buusaa Gonofaa Micro-Finance (BG MFI) is a non-bank profit making financial institution licensed under Proclamation No 40/1996 and is supervised by the National Bank of Ethiopia with a mandate to take public deposits. BGMFI is among key players in the Micro Finance Industry of the country. For the last twenty one years it has been operating in Oromia region focusing on the rural and pre-urban economically active poor as its target market. Currently the company is looking for competent candidates on the following vacant position.

Job Summary

The Executive Secretary primary responsibility is to provide direct administrative support to the General Manager (GM), specifically, the position is responsible for providing assistance to the GM, providing general office management, and meeting and event coordination.

Essential Duties and Responsibilities

• Provides comprehensive support services to the GM that ensures a professional, responsive and effective experience with the organization as a whole.
• Support the GM with appointment setting, calendar management, travel arrangements, and correspondence.
• Assist in board and shareholders relations, including scheduling, document preparation and logistics for board meetings.
• Acts as a liaison with the Board of Directors.
• Coordinate Management meetings, take and disseminate meeting notes.
• Maintains confidentiality and uses a high degree of discretion.
•  Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
• Writes error-free, fluent emails and letters for various events and announcements.
• Manages contacts using Outlook to facilitate relationships by familiarizing his/herself with various life events (such as loan guarantee, Partners correspondence and other major milestones).
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the GM and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
• Acts as a liaison with the immigration office and embassy to facilitate entry visa for partners and venders as needed.
• Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, shareholders’ meetings (General assembly, founders meeting)Board and subcommittees meeting, Management meeting, project teams, etc.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector etc.
• Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Acts as a liaison with the National Bank of Ethiopia (NBE) to facilitate the approval of General Assembly meeting minutes.
• Works closely with General Service team to arrange meetings and events as needed.
• Acts as a liaison with DARO for authentication of Organizational Documents.
• Maintains office filing systems for GM.
• General obligations
• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Respectfully takes direction from GM.
• Other duties as assigned.

Number of Required: – 1

Department:-General Manager Office
Immediate Supervisor: – General Manager

Education and/or Experience

• MA/MBA or University degree in field of Secretarial Science, Management, Economics, Accounting or related field is required.
• Three to five years’ professional experience in an Executive Secretary/Executive Assistant or Office Manager is preferred.
• Experience with Microsoft Office/Excel and Outlook is mandatory.

Language Skills

• Fluency in English, Amharic and Afan Oromo is mandatory. Strong verbal and written communication skills.
• Ability to read and interpret documents such as directives, operating and maintenance instructions, and policy and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.

Knowledge of National law

• Job requires ample knowledge of national laws that governs MFI business such as commercial codes, National Bank directives, financial intelligence directives etc.