Office Manager Job in Kenya

Office Manager

Reports To: MD
Location: Head Office – Riverside
Hours of Work: 8:00am – 5:00pm with overtime where necessary

Company 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
  • 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
  • Flights / Trains / Car Hire
  • Hotels / B&B / Guest House
  • Visas
  • Immunisation
6.    Office Management
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:
  • 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 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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