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Office Manager

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Posted by:

Fairteam Trading

Location:

Addis Ababa, AA, Ethiopia 

Category/Specialization:

Admin-Clerical-Secretarial, Human Resources, Management

Job Views:

1533

Posted:

06.12.2018

Closing Date:

06.22.2018

Salary:

ETB 5844 + Allowance


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Please do not accept payment requests at any of the recruitment phases!

Occupations:

Administrative-Clerical: Administrative Support, Filing-Records Management, Office Management

Job Description:

POSITION SUMMARY
The office manager is responsible for organizing and coordination of administrative duties and office procedures. The selected candidate is expected to create and maintain a pleasant work environment, ensuring high levels or organizational effectiveness, communication and safety. 
Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Job accountabilities:

Key Performance Indicators
  • Asset and Equipment Management
  • Internal Process Quality
  • Operational Efficiency
  • Implementation of policies
  • Accuracy of data, records, correspondence and personnel file
  • Plans and Reports  
  • Staff Capacity Building
  • Employee Satisfaction
  • Financial Performance Index
  • Customer Satisfaction

key dimensions:

Main Duties & Responsibilities:
  • Maintains office services by organizing and improving office operations, administrative system and procedures; Deployment of attendance system; preparing payroll; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical and administrative functions and oversee adherence to office policies and procedures
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer and disposal of records.
  • Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
  • Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Completes operational requirements by scheduling and assigning employees; following up staff performance and work results
  • Keeps management informed by reviewing internal operations, analyzing special reports; summarizing information and identifying current trends.
  • Execute the organization HR function through recruiting, selecting, orienting, and training employees besides keeping personnel records up to date. 
  • Organize induction programs for new employees besides assisting in the onboarding process for new hires
  • Maintains office staff job results to ensure maximum efficiency by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results.
  • Allocate available resources to enable successful task performance
  • Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
  • Manage office G&A budget, ensure accurate and timely reporting
  • Manage contract and price negotiations with office vendors, service providers and office lease Ensure that all items are invoiced and paid on time
  • Organize, schedule and mange top level management meetings and appointments
  • Maintain the office condition and arrange the necessary repairs
  • Point person for mailing, shipping, supplies, equipment, bills and errands
  • Coordinate with IT department for the proper function, preventive maintenance and repair of all office equipment and networks.
  • Provide general support to visitors
  • Effectively deal with correspondence, complaints and queries
  • Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)
  • Ensure cleanliness of the office and provision of catering service
  • Plan and organize company events, like parties, celebrations and conferences
  • prepare letters, presentations and reports
  • Manage database and ensure security, integrity and confidentiality of data
  • Monitor and maintain office supplies inventory
  • Manage internal staff relations
  • Processing visa and work permits for the company clients and employees
  • Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Maintain a safe and secure working environment with up to date health and safety policies
  • Keep precise records of conversations with all vendors / clients / colleagues / partners and ensure that all records are kept up-to-date and accurate.
  • Submit periodical (Weekly, Monthly, Quarter, Bi-Annual and Annual) plan and report about office activities.
  • Comply professional dress code and maintain a smart, business-like appearance at all times.
  • Present a supportive, positive and enthusiastic attitude towards the job, the company and your colleagues at all times.
  • Perform any other duties that may be assigned by superiors.

Job Requirements:

Qualifications/Competencies/Position Requirements:
Knowledge, Skills, and Abilities:
  • Knowledge of office/administrative management responsibilities, systems and procedures
  • Knowledge of office/administrative management responsibilities, systems and procedures
  • Knowledge of basic accounting, data and clerical practices and procedures
  • Knowledge of human resources management practices and procedures 
  • Knowledge of business and management principles
  • Proficiency in Microsoft office, Database programs and social media
  • Highly organized multitasker who works well in a fast-paced environment
  • Possess self-motivation, a keen eye for detail and an assertive approach
  • Excellent written and verbal business communication skill in English & Amharic language
  • Demonstrated time management, organizational and interpersonal skills
  • Leadership skill and ability to ‘make things happen’
  • Active Listening and good people skill 
  • Presentation skill and ability to communicate ideas effectively.
  • Proven ability to work under pressure and to deadlines
  • Discrete, reliable and honest with a warm friendly personality
  • Creative thinker and fast learner,
  • Ability to arrange meeting agenda and minute preparation
  • Ability to deal with confidential tasks, with total discretion.
  • Ability to identify and resolve problems quickly.
  • Demonstrated ability to increase productivity and continuously improve methods, approaches and strategies
  • Strong analytical ability
  • Flexibility and adaptability
Education and Experience:
  • BA degree in HR, management or related field of study
  • 2+ years’ experience in office management or administrative positions
Management/Supervisory Responsibilities:
  • Supervise administrative staffs  
Financial & Budgetary Responsibility:
  • Preparation of annual office budget.
  • Manage vendor contracts; exercise diligence in tracking expenses to meet budget goals
  • Monitor vendor performance; ensure alignment with market value for services rendered
Working Environment:
  • Office setting, with regular outdoor activity for different purposes.  

How To Apply:

Interested and qualified applicants are invited to send their CV and application letter to yanet@pranaevents.netAny application without a covering letter or email detailing suitability for a role with Fairteam and salary demand should not be reviewed. People who can only tell what is great about them and how they can use their skills in our business would be selected!
Only short listed applicants will be contacted. Management reserves the right to accept or reject any candidate without assigning any reasons.
For Further information you can call us 0983 858504 or send email to the above email.
Special Notice: Cover letter or application email should be sent with subject - Application for Office Manager.



Company Info

Fairteam Trading Plc
Addis Ababa, AA, Ethiopia

Company Profile