Senior Secretary

Job Description

Hilina Enriched Foods PLC is a joint venture between Ethiopian and French investors established in 1998. The company is engaged in the production of nutritious products for the prevention and treatment of different forms of malnutrition in children and adults. Its main products are manufactured under a franchise agreement with the French company Nutriset.

Hilina provides a highly professional working environment with strong ethical standards across all operations. Due to the nature of its products and the markets it serves, the company operates under strict international regulations and supplies institutional markets in Ethiopia and neighboring countries.

Job Summary

The Senior Secretary is responsible for providing comprehensive secretarial and administrative support to the Deputy General Manager – Operations and department managers under their supervision. The role involves managing correspondence, scheduling appointments, maintaining confidential records, preparing reports, and supporting compliance with quality, food safety, and environmental management systems.

Duties and Responsibilities

• Provide secretarial and administrative support to the DGM – Operations and department managers under their supervision.
• Take and transcribe oral dictation and prepare correspondence, reports, articles, and meeting minutes with a high degree of accuracy and professionalism.
• Sort, distribute, and manage incoming and outgoing mail and correspondence.
• Handle correspondence requiring signatures and expedite matters directed to departments and work units.
• Receive visitors, answer telephone calls, respond to inquiries, and schedule appointments based on the DGM’s priorities and workload.
• Maintain confidential files, records, and correspondence.
• Prepare periodic reports as required.
• Report any food safety management system issues to the immediate supervisor and quality personnel.
• Ensure compliance with local, national, and international environmental regulations and customer environmental requirements.
• Support the achievement of environmental objectives related to water consumption, waste management, energy use, and greenhouse gas emissions.
• Identify environmental aspects and impacts and contribute to initiatives that minimize environmental risks.
• Apply the 3R + 1R principle (Reduce, Reuse, Recycle, Rethink) to minimize environmental impacts.
• Support the implementation, documentation, maintenance, and continuous improvement of the Environmental Management System (ISO 14001:2015).
• Perform other related duties as assigned.

Educational Qualification

• Diploma in Secretarial Science and Office Management or any other related field of study.

Work Experience

• Minimum of 6 years of relevant work experience in secretarial, administrative, or office management roles.

Required Skills and Competencies

• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficiency in office management procedures and administrative practices.
• Strong typing, transcription, and document preparation skills.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Ability to prioritize tasks and work under pressure.
• Strong interpersonal and customer service skills.
• Attention to detail and commitment to accuracy.

Skills Required:

• Customer / Service / Secretarial