POSITION SUMMARY
The Office Manager reports to the CEO and works closely with the administrative director and is responsible for the efficient functioning of the business (training and consultancy) through performance a range of administrative, financial and managerial tasks. He/ She will be responsible for ensuring the smooth running of the office on a day-to-day basis. Such functions include administrative tasks such as managing communications, dealing with suppliers, booking venues and tickets/ hotels for experts, records keeping, developing and managing databases, handling office related needs such as supplies, bills payments, filing etc.
Management duties involve ensuring the efficient use of the center’s resources and technical duties dealing with social media channels and networking activities, etc.
ROLES AND RESPONSIBILITIES
Administrative Responsibilities
Maintain an inventory of all office equipment, stationaries and other belongings.
Develop and implement administrative systems, including record management filing and archiving to ensure all centers’ files, knowledge products and other resources are properly maintained.
Acquire and maintain office supplies including stationary, brochures, flyers and gift items
Manage relationships with vendors, service providers and landlord, ensuring that all items are paid on time.
Support with issuance of contracts, proposals and agreements’ preparation for clients and associates.
Handle annual renewal of the center’s trade license and related operations.
Handle travelling arrangement including ticketing, accommodation and transport of associates and guests
Manage bookings of venues for workshops and events including negotiating deals with hotels and other venues
Support during the organization of conferences, workshops and other events organized handling registration and other logistics (i.e. printing of materials, stationary, photography, registration desk).
Maintain regular communications with customers, partners and other associates as appropriate.
Provide administrative support to the CEO as needed, including her schedules, calendars and appointments
Technical Responsibilities
Ensure computers and software are maintained.
Develop and maintain the CRM .
Develop pool of vendor and other companies supporting the functions of the business
Financial Role
Follow up on payments from participants/ clients and confirming them.
Issue invoice and collecting payments
Manage financial transfers of the center’s associates
Managing the petty cash account
Ensure all purchases made by the Center are providing best value for money.
REQUIRED QUALITIFICATION, SKILLS & COMPETENCIES
1. Academic Qualification
A bachelor degree in business, communication, computers or any related discipline
2. Work Experience
5 years of experience in similar position
3. Professional Qualification / Certifications if any
Photoshop and basic HTML ideally
4. Required skills and competencies
Leadership
Excellent Planning and Time Management skills
Excellent Organizational and analytical Skills
Good organizational skills
Good communication skills both oral and written
Ability to work under pressure
Technical
Good use of basic graphic software and being able to manage the center’s website
Excellent with the use of MS-Office
Excellent skills in using social networking
Behavioral
Multitasking
Disciplined
Committed
Good Interpersonal Skills
POSITION SUMMARY
The Office Manager reports to the CEO and works closely with the administrative director and is responsible for the efficient functioning of the business (training and consultancy) through performance a range of administrative, financial and managerial tasks. He/ She will be responsible for ensuring the smooth running of the office on a day-to-day basis. Such functions include administrative tasks such as managing communications, dealing with suppliers, booking venues and tickets/ hotels for experts, records keeping, developing and managing databases, handling office related needs such as supplies, bills payments, filing etc.
Management duties involve ensuring the efficient use of the center’s resources and technical duties dealing with social media channels and networking activities, etc.
ROLES AND RESPONSIBILITIES
Administrative Responsibilities
Maintain an inventory of all office equipment, stationaries and other belongings.
Develop and implement administrative systems, including record management filing and archiving to ensure all centers’ files, knowledge products and other resources are properly maintained.
Acquire and maintain office supplies including stationary, brochures, flyers and gift items
Manage relationships with vendors, service providers and landlord, ensuring that all items are paid on time.
Support with issuance of contracts, proposals and agreements’ preparation for clients and associates.
Handle annual renewal of the center’s trade license and related operations.
Handle travelling arrangement including ticketing, accommodation and transport of associates and guests
Manage bookings of venues for workshops and events including negotiating deals with hotels and other venues
Support during the organization of conferences, workshops and other events organized handling registration and other logistics (i.e. printing of materials, stationary, photography, registration desk).
Maintain regular communications with customers, partners and other associates as appropriate.
Provide administrative support to the CEO as needed, including her schedules, calendars and appointments
Technical Responsibilities
Ensure computers and software are maintained.
Develop and maintain the CRM .
Develop pool of vendor and other companies supporting the functions of the business
Financial Role
Follow up on payments from participants/ clients and confirming them.
Issue invoice and collecting payments
Manage financial transfers of the center’s associates
Managing the petty cash account
Ensure all purchases made by the Center are providing best value for money.
REQUIRED QUALITIFICATION, SKILLS & COMPETENCIES
1. Academic Qualification
A bachelor degree in business, communication, computers or any related discipline
2. Work Experience
5 years of experience in similar position
3. Professional Qualification / Certifications if any
Photoshop and basic HTML ideally
4. Required skills and competencies
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