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Office Manager Job in Nairobi Kenya

Position Title: Office Manager

Location: Nairobi, Kenya

The Organization: Our Client delivers Topgrades Education to various schools in the country.

This is done through the brilliance learning system (BLS) premised on bringing out brilliance in students through teaching and learning using technology in the classroom by

(i) firing up the synergy between children, teachers, and parents, mobilizes passionate learners to get amazing results,

(ii) learning content is designed to connect, inspire, and engage children, and

(iii) engages, energizes and value learners.

It makes knowledge accessible and meaningful, and celebrates learning, and enables the students to apply and extend the learning in their lives both in school and beyond.

Position: Our client is seeking an Office Manager who will be responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency

Key Areas of Responsibility:

1. Office Operations
  • Ensure security and confidentiality of data
  • Managing filing systems
  • Developing and implementing new administrative systems, such as record management
  • Design and implement office policies and procedures and ensure office policies and procedures are being adhered to
  • Supervise office staff
  • Prepare time sheets
  • Issuing monthly Performance reports
  • Ensuring all Employees hand in their daily, weekly, and monthly reports
  • Manage movement of office vehicles
  • Coordinates procurement for computers & other equipment as provided in schools contract packages
  • Safeguard company soft & hard ware assets
  • Creates cost efficiencies & improves operations effectiveness

2. Schools Accounts management
  • Handling sales enquiries
  • Control correspondences
  • Review and approve supply requisitions
  • Coordinating delivery, installation of computers & content to schools
  • Scheduling of installation tasks in coordination with the IT team
  • Coordinating Front Office to ensure dispatch of documents to schools & other stakeholders are done on time
  • Ensuring all Employees hand in their daily, weekly, and monthly reports
  • Preparing schools Installations Summary reports
  • Coordinating customer complains feedback& solution delivery
  • Ensuring schools / customers are offered the service as promised such as set-up, training and maintenance

3. Marketing management
  • Works with marketing team to develop a marketing plan
  • Coordinates with marketing team work plans & targets
  • Allocates transport, allowances to marketing team
  • Support marketing team to achieve set targets
  • Allocates marketing teams with sales agents for demos / marketing

4. Contracts Management
  • Responsible for contracts being signed by the schools
  • Ensures that contracts are witnessed by the lawyers before being signed by the schools
  • Responsible for following payments / invoices from schools
  • Responsible for coordinating with sales agents for receipt of payments
  • Manages other / emerging contracts & special projects

5. ICT Equipment Maintenance Management
  • Prepare maintenance plans for each school
  • Ensure that all maintenance log/job cards for each school are up to date
  • Ensure proper follow up is done with all school after maintenance to ensure that the client is happy with the product

6. Training
  • Together with the training officer, ensure that the training materials are of high quality
  • Coordinate the use of training manuals and guides
  • Follow up with the schools after the training sessions to obtain feedback and ensure that the client is satisfied with the level of training received

Experience and Background Needed
  • Must be highly IT literate
  • Relevant education (Minimum of a diploma)
  • More than 2 years’ experience as office/administrative manager
  • Excellent Communication Skills both verbal and written.
  • Good analytical skills and the ability to impart detailed data to others
  • Should have good interpersonal skills to build and maintain relationships with other staff at all levels
  • Must be methodical, have a systematic approach to doing work and have a good eye for detail
  • Must be well versed with Microsoft Office packages and Quick Books
  • Ability to deliver by planning work and setting targets for the achievement of objectives
  • Ability to think strategically
  • Should be a self-motivated individual with ability to work well without close supervision.
  • Should be a an innovative and creative thinker who is able to review processes and make improvements

Application Process:

To apply send CVs and cover letter to by Monday, 7th July 2014.

Include your current salary and salary expectations in your cover letter.

Please note that applications received after the deadline will not be considered for the position.

Only shortlisted candidates will be contacted.

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