Title: Office Manager
Reports to: Chief of Operations
Duration: Full-time
Location: Naivasha/Nairobi, Kenya
Position Purpose:
* Works closely with the Chief of Operations and manages the day-to-day administrative functions of the office.
* Prioritizes and adjusts workload to ensure efficient and timely accomplishment of administrative and logistical support functions.
Application DeadlineReports to: Chief of Operations
Duration: Full-time
Location: Naivasha/Nairobi, Kenya
Position Purpose:
* Works closely with the Chief of Operations and manages the day-to-day administrative functions of the office.
* Prioritizes and adjusts workload to ensure efficient and timely accomplishment of administrative and logistical support functions.
2011-03-28
Job Details
Key Accountabilities:
Office Management
* Plans, manages, and coordinates all day-to-day administrative functions of the office.
* Establishes deadlines, determines priorities and coordinates and adjusts workload.
* Anticipates and recognizes problems and/or issues and brings them to the attention of the appropriate staff member.
* Implements office systems and administrative policies and procedures. Participates in their development and makes recommendations for new or modified systems and procedures.
* Oversees and coordinates the details of a master calendar of Ridgeback and staff activity and manages the daily schedule/calendar for the office staff to ensure the most efficient use of their time.
* Receives and screens visitors and callers and decides appropriate action based on priorities, commitments and interests of the office. Assures that appropriate refreshments are provided.
Financial & Equipment Management
* Manages the day-to-day expenditures in accordance with the approved budget, including petty cash.
* Prepares appropriate forms for cash advances, payments, reimbursements, and petty cash reconciliations for approval. Inputs data into QuickBooks and prepares receipts/files for accountant.
* Manages payroll and prepares monthly summaries, payroll receipts, statutory deductions and payments.
* Prepares sales invoices and follows up on client payments.
* Liaises with accountant’s staff to assure completion of contracted work and appropriate reports on time.
* Manages purchasing, payment, satisfaction, and maintenance of office supplies, equipment, and furnishings. Follows up with vendors and resolves issues.
* Participates in development of annual budget; researches historical and other data and estimates costs of expenses.
* Serves as IT point person and ensures that hardware and software issues are resolved for effective operation.
Communication
* Serves as primary point of contact at the office representing company to external constituencies.
* Maintains cognizance and works effectively within an international company with a US corporate culture.
* Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
* Participates in planning for promotional materials and displays. Coordinates production and distribution, and recommends innovative approaches to target various constituencies.
* Reviews content of website, makes recommendations for improvements, and liaises with website manager to assure accuracy.
* Interprets, applies, and explains office and company policies and procedures.
Information/Records Management
* Establishes and maintains databases, inventories, files, and tracking systems to ensure accuracy and accessibility of information.
* Organizes and manages print and digital records, correspondence and other information.
* Coordinates collection of annual statistical information and consolidates data.
Personnel Administration
* Hires, supervises, trains, and evaluates office staff.
* Maintains personnel records and files for all staff.
* Initiates and monitors personnel actions, e.g. employee information forms, terms of hire, personal/vacation leave, and accident reports.
* Provides administrative support for recruitments, including advertising and general correspondence with candidates.
Administrative Support
* Provides administrative assistance to the CEO and the Chief of Operations, including managing calendars and making travel arrangements
* Participates in the planning of special events and coordinates and oversees arrangements, including but not limited to meetings, lunches, dinners, social events, etc.
* Drafts and proofreads memos and correspondence for supervisors’ review.
* Drafts minutes for meetings and coordinates distribution.
Performs other duties as assigned.
Requirements and Credentials:
Skills & Knowledge:
* Strong organizational and management skills and ability to respond appropriately to pressures, deadlines and frequent changes in priorities and schedules
* Excellent communication and interpersonal skills and demonstrated ability to supervise and motivate staff
* Initiative, sound judgment, and ability to work both independently and as part of a team
* Language proficiency in English and Swahili.
* Computer proficiency (hard ware and software) – PC and MacIntosh
* Valid driver’s license, good driving record, and own vehicle.
Experience:
* Three to five years of office management experience with a high degree of autonomy.
* International employment or travel, desirable
Education:
* University degree.
* Courses in business, financial, management, and human resource desirable
Term of employment
* Annual on permanent basis
* Salary Scale: KShs. 40-60K Negotiable
Please apply stating your current salary
Applications: Please send up to date CV, accompanied by at least 3 referee telephone numbers/email addresses to:
Summit Recruitment & Training
Rhino House, Karen Road, Karen
Email: info@summitrecruitment-kenya.com.
Only shortlisted candidates will be contacted.
Please indicate on email which position you are interested in.
Deadline: 28th March 2011
Office Management
* Plans, manages, and coordinates all day-to-day administrative functions of the office.
* Establishes deadlines, determines priorities and coordinates and adjusts workload.
* Anticipates and recognizes problems and/or issues and brings them to the attention of the appropriate staff member.
* Implements office systems and administrative policies and procedures. Participates in their development and makes recommendations for new or modified systems and procedures.
* Oversees and coordinates the details of a master calendar of Ridgeback and staff activity and manages the daily schedule/calendar for the office staff to ensure the most efficient use of their time.
* Receives and screens visitors and callers and decides appropriate action based on priorities, commitments and interests of the office. Assures that appropriate refreshments are provided.
Financial & Equipment Management
* Manages the day-to-day expenditures in accordance with the approved budget, including petty cash.
* Prepares appropriate forms for cash advances, payments, reimbursements, and petty cash reconciliations for approval. Inputs data into QuickBooks and prepares receipts/files for accountant.
* Manages payroll and prepares monthly summaries, payroll receipts, statutory deductions and payments.
* Prepares sales invoices and follows up on client payments.
* Liaises with accountant’s staff to assure completion of contracted work and appropriate reports on time.
* Manages purchasing, payment, satisfaction, and maintenance of office supplies, equipment, and furnishings. Follows up with vendors and resolves issues.
* Participates in development of annual budget; researches historical and other data and estimates costs of expenses.
* Serves as IT point person and ensures that hardware and software issues are resolved for effective operation.
Communication
* Serves as primary point of contact at the office representing company to external constituencies.
* Maintains cognizance and works effectively within an international company with a US corporate culture.
* Regularly handles confidential or sensitive information, exercises discretion concerning its disposition.
* Participates in planning for promotional materials and displays. Coordinates production and distribution, and recommends innovative approaches to target various constituencies.
* Reviews content of website, makes recommendations for improvements, and liaises with website manager to assure accuracy.
* Interprets, applies, and explains office and company policies and procedures.
Information/Records Management
* Establishes and maintains databases, inventories, files, and tracking systems to ensure accuracy and accessibility of information.
* Organizes and manages print and digital records, correspondence and other information.
* Coordinates collection of annual statistical information and consolidates data.
Personnel Administration
* Hires, supervises, trains, and evaluates office staff.
* Maintains personnel records and files for all staff.
* Initiates and monitors personnel actions, e.g. employee information forms, terms of hire, personal/vacation leave, and accident reports.
* Provides administrative support for recruitments, including advertising and general correspondence with candidates.
Administrative Support
* Provides administrative assistance to the CEO and the Chief of Operations, including managing calendars and making travel arrangements
* Participates in the planning of special events and coordinates and oversees arrangements, including but not limited to meetings, lunches, dinners, social events, etc.
* Drafts and proofreads memos and correspondence for supervisors’ review.
* Drafts minutes for meetings and coordinates distribution.
Performs other duties as assigned.
Requirements and Credentials:
Skills & Knowledge:
* Strong organizational and management skills and ability to respond appropriately to pressures, deadlines and frequent changes in priorities and schedules
* Excellent communication and interpersonal skills and demonstrated ability to supervise and motivate staff
* Initiative, sound judgment, and ability to work both independently and as part of a team
* Language proficiency in English and Swahili.
* Computer proficiency (hard ware and software) – PC and MacIntosh
* Valid driver’s license, good driving record, and own vehicle.
Experience:
* Three to five years of office management experience with a high degree of autonomy.
* International employment or travel, desirable
Education:
* University degree.
* Courses in business, financial, management, and human resource desirable
Term of employment
* Annual on permanent basis
* Salary Scale: KShs. 40-60K Negotiable
Please apply stating your current salary
Applications: Please send up to date CV, accompanied by at least 3 referee telephone numbers/email addresses to:
Summit Recruitment & Training
Rhino House, Karen Road, Karen
Email: info@summitrecruitment-kenya.com.
Only shortlisted candidates will be contacted.
Please indicate on email which position you are interested in.
Deadline: 28th March 2011
