Senior Assistant To The Minister

About the Job

The Ethiopian Agricultural Transformation Institute (ATI) is seeking a highly organized, proactive, and detail-oriented Senior Assistant to the Ministers – Food System. The successful candidate will provide high-level administrative, coordination, and executive support to ensure smooth daily operations within the Ministry of Agriculture (MoA) office environment. The role requires strong judgment, discretion, and the ability to manage multiple priorities in a fast-paced government and policy-driven setting.

Key Responsibilities

Outcome 1: Administrative and Executive Support (32%)

• Manage and coordinate the Minister’s calendar, appointments, and daily schedule
• Act as the first point of contact for the Minister’s office, handling visitors, calls, and correspondence
• Support delegation of tasks and follow-up on assignments across teams and departments
• Prepare and manage confidential correspondence and official communications
• Arrange travel logistics including flights, accommodation, and transport
• Liaise between the Minister, internal MoA teams, and external stakeholders
• Monitor incoming requests and ensure timely responses and follow-ups
• Maintain stakeholder contact databases and records
• Assist in expense tracking, documentation, and settlement processes
• Support senior leadership meetings and briefing preparations

Outcome 2: Meetings, Events, and Administrative Planning (32%)

• Plan and coordinate meetings, workshops, conferences, and official events
• Prepare agendas, presentations, and supporting documents
• Organize venues, logistics, equipment, and participant arrangements
• Support preparation and monitoring of event budgets
• Compile periodic reports (weekly, monthly, quarterly, annual)
• Process administrative requests through ERP systems
• Support procurement and budget follow-up processes
• Proofread and edit official documents and reports
• Track deadlines and ensure timely completion of tasks
• Coordinate internal communication for event readiness

Outcome 3: Communication, Documentation & Filing Systems (20%)

• Manage incoming and outgoing communications (calls, emails, fax, letters)
• Develop and maintain structured filing systems (physical and digital)
• Ensure confidentiality of sensitive documents and information
• Prepare letters, memos, reports, and presentations
• Manage document flow for approvals, signatures, and stamping
• Maintain organized records and tracking systems
• Manage office supplies and basic equipment
• Support ERP-based documentation and record management
• Ensure efficient stakeholder information sharing

Outcome 4: Office Support & Front Desk Coordination (16%)

• Welcome and assist visitors professionally
• Maintain a clean, organized, and welcoming office environment
• Provide accurate information to visitors and stakeholders
• Support coordination of administrative support staff
• Ensure smooth daily office operations
• Operate office equipment such as scanners and printers
• Support ERP-related administrative tasks
• Perform other duties assigned by senior leadership

Education & Experience

• Bachelor’s or Master’s degree in Business Administration, Management, Secretarial Science, or related field
• Minimum 2 years (Master’s) or 4 years (Bachelor’s) of relevant experience
• Experience in government, NGO, or international organizations is an advantage
• Experience supporting senior leadership in fast-paced environments is highly desirable

Skills & Competencies

• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• High level of confidentiality and discretion
• Ability to manage multiple priorities and deadlines
• Strong problem-solving and critical thinking abilities
• Proficiency in MS Office and ERP systems (advantage)
• Strong stakeholder coordination and relationship management skills

Skills Required:

• Customer / Service / Secretarial
• Sales / Marketing / Business / Management