Office Manager Job in Kenya Ksh. 40,000-60,000

Job 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.

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

For latest jobs in Kenya and Kenyan jobs always visit http://kenyajobtube.blogspot.com/