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Office Manager Job Vacancy in Nairobi
Office Manager
Reports To: MD
Location: Head Office – Riverside
Hours of Work: 8:00am – 5:00pm with overtime where necessaryCompany Profile:
Location: Head Office – Riverside
Hours of Work: 8:00am – 5:00pm with overtime where necessaryCompany Profile:
Our client is a worldwide co-leader in the global spirits and wine industry. The company is primarily focused on premium spirits (the high-margin segment of the industry), and has leading premium brands in all key spirits categories.
The company seeks to establish itself in East, Central and sub-Saharan Africa with its head office Kenya (Nairobi).Main Purpose of the Job:
- To provide a professional, confidential efficient and effective administrative support service to meet the needs of the Managing Director in the execution of his executive and administrative obligations.
- To assist in the coordination of the office
- To assist Dynamic People in implementing and enforcing human resources policies
Key Responsibilities
1. Administration
- Assisting the MD with report writing, implementing systems and procedures.
- Ensuring that filing systems are structured and up to date and as per PRSA standards.
- Collating credit card summaries
- Facilitating the distribution of documents, faxes and emails
- Handle correspondence on functional matters to and from the Directors/Managers as delegated
- Typing of reports, minutes and letters.
- Maintain a calendar of key dates
- Ensuring that routine administrative duties are properly and timeously completed
- Developing and implementing new administrative systems
- Facilitating procurement and maintenance of all office supplies, equipment and furniture
- Organizing regular testing of electrical equipment
2. Personal Assistant
- Supply a confidential personal assistant role to the MD
- Diary support for the MD
- Preparing presentations (for internal and external use) in PowerPoint
- Setting up meetings for the MD and minutes of his meetings on occasion
3. Budgets
- Maintenance / consolidation of expenditure versus Budgets on T&E, etc (compile a tracking spreadsheet at the start of the financial year; highlight any potential concerns/issues)
- Ensuring that invoices are processed correctly and according to deadlines
4. Meetings & Conferences
a. Organisation of events / conferences
a. Organisation of events / conferences
- Venue / boardrooms
- Dinners / Lunches
- Agendas
- Presentations
- Catering
- Flights
- Accommodation
- Visas
- Etc
5. Travel Arrangements
a. Handling all local and international travel and accommodation arrangements for the office
a. Handling all local and international travel and accommodation arrangements for the office
- Flights / Trains / Car Hire
- Hotels / B&B / Guest House
- Visas
- Immunisation
6. Office Management
a. Managing the Office:
a. Managing the Office:
- Ensuring the telephones and office are attended to at all times
- Overseeing the head office cleaning staff and driver
b. Maintenance of the office
- Carpets
- Air conditioning
- Etc
7. HR Administration
In liaison with Dynamic People Consulting, provide HR by:
In liaison with Dynamic People Consulting, provide HR by:
- Maintaining and updating staff records
- Tracking and managing leave for all staff
- Organizing and facilitating the induction program for new staff
- Managing benefits administration (e.g. mobile phone services)
- Enforcing the standard of business conduct
- Acting as the appointed Safety Health & Environmental Officer
8. General
- Interdepartmental communication
- Deal with enquiries and representations from the public in a professional manner and arrange forwarding of enquiries received from the public and clients for answering either orally or in writing
- Maintain a birthday calendar of the MD’s direct reports and key clients
- Ensure that the contact list for the MD is maintained e.g. brand owner contact details and other key contacts
- Reception function (meet & greet guests / visitors)
- To undertake any other duties and responsibilities which are appropriate to the role
Job Competencies (Knowledge, Skills and Experience)
- Bachelors degree in Business Administration or related field
- Minimum of three (3) years working experience in a similar role/environment
- Excellent organisational and time management skills
- Excellent interpersonal skills
- Excellent oral and written communication skills
- Computer literate (MS Word, Excel, Powerpoint, Outlook)
- Experience of providing administrative support to a team (preferably in the sales sector)
- Pro-active and able to use own initiative
- Goal orientated
- Good attention to detail
- Flexible and adaptable
- Patient
To apply for this position send your CV to mycv@myjobseye.com quoting the position in the subject line and preferred location.
Kindly also mention your current/ last salary and benefits.
Only shortlisted candidates will be contacted
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