The Technical Office Assistant provides administrative, secretarial, and ERP system support to the Chief Technical Officer and the Technical Department. The role is responsible for coordinating technical documentation, managing correspondence, supporting contract administration documentation, maintaining records within the ERP system, and facilitating communication between engineering, supervision, and project teams. The position ensures efficient information flow, accurate documentation management, and administrative coordination to support the smooth operation of the Technical Office

Job Summary

Position Title: Technical Office Assistant / Assistant to the Chief Technical Officer

Reports To: Chief Technical Officer (CTO)

Duty Station: Addis Ababa Head Office

Salary & Benefits: Negotiable, commensurate with qualifications and experience

Duties and Responsibilities

Administrative & Secretarial Support

• Provide day-to-day administrative and secretarial support to the Chief Technical Officer.
• Manage the CTO’s calendar, meetings, and appointments.
• Prepare meeting agendas, minutes, and follow-up action lists.
• Handle incoming and outgoing correspondence, including emails, letters, and internal memos.
• Coordinate internal communication between engineering, design, supervision, and contract administration teams.

Document Control & Technical Records

• Maintain organized filing systems for engineering drawings, project documents, reports, and technical records.
• Ensure proper version control and documentation tracking for technical files.
• Assist in compiling technical reports, proposals, and project documentation.
• Maintain confidentiality and security of technical documents.

ERP System Support

• Assist in data entry and record management within the ERP system related to projects, contracts, and technical documentation.
• Support the CTO and technical teams in updating project information and reports in the ERP system.
• Ensure accuracy and consistency of technical and project data in the ERP platform.
• Coordinate with IT or system administrators for system updates, troubleshooting, and user support.

Contract Administration Support

• Assist in preparing and organizing contract documents, variations, and supporting documentation.
• Maintain records of contracts, amendments, approvals, and related correspondence.
• Support tracking of contract milestones, deliverables, and documentation requirements.

Coordination & Reporting

• Coordinate communication and information flow between technical teams, project teams, and management.
• Assist in preparing periodic reports, presentations, and summaries for the CTO.
• Follow up on assigned tasks and ensure timely submission of technical reports and documentation.

General Office Support

• Organize and maintain technical office supplies and documentation resources.
• Assist with logistics related to meetings, project reviews, and technical presentations.
• Perform other administrative duties assigned by the CTO.

Job Specification

Educational Qualifications

• Bachelor’s Degree or Diploma in Management, Business Administration, Secretarial Science, Office Administration, Information Systems, or a related field.

Professional Experience

• 2–4 years of relevant experience in administrative, secretarial, or technical office support roles.
• Experience supporting engineering, construction, or technical departments is an advantage.
• Experience working with ERP systems or document management systems is preferred

Core Professional Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Familiarity with ERP systems or enterprise software platforms.
• Strong document management and record-keeping skills.
• Ability to prepare reports, meeting minutes, and professional correspondence.

Behavioral & Functional Competencies

• Strong organizational and coordination skills.
• High level of attention to detail and accuracy.
• Confidentiality and professionalism in handling sensitive information.
• Effective communication and interpersonal skills.
• Ability to manage multiple tasks and meet deadlines