Duma Works is recruiting for
an Office Manager Position for one of our clients.
The Office Manager will also
serve as an executive assistant to the MD.
The Office Business Manager
provides support to the leadership of the firm that contributes to the delivery
of its key business objectives.
The role holder will work
closely with leadership of the firm to motivate the different teams deliver on
its key result areas through follow through on its key strategic
initiatives.
The person will champion
business systems and processes by enforcing compliance and ensure that the
systems are followed 100% of the time.
Roles and Responsibilities:
Work requirements and tasks will be guided by the Company policies and procedures which are reviewed periodically but will broadly fall in the following Key Performance Areas:
1. Maintain office services and people management
Work requirements and tasks will be guided by the Company policies and procedures which are reviewed periodically but will broadly fall in the following Key Performance Areas:
1. Maintain office services and people management
- Responsible
for implementing office policies by ensuring adherence of procedures and
standards.
- Supervise
office staff and ensure all are performing as is expected in regards to
their job description.
- Designing
filing systems, ensure the systems are up to date and maintained efficiently
- Enforces
compliance of business processes and systems and ensures that they are
followed 100 % of the time.
- Ensure the
personnel files are up to date and secure
- Ensuring a
conducive office working environment by ensuring that there are adequate
supplies for the smooth running of the office
- Coordinating
foreign travel for company employees, providing information and advice to
company staff on travel, and making hotel arrangements
- Handling
client queries and coordination of event activities to ensure smooth
running of the company.
- Arranging
appointments and meetings, and act as a secretary for all meetings and
teleconferences
- Ensuring
company equipment and office space is appropriately utilized and well
maintained.
- Ensuring that
office equipment & machines i.e. computers, photocopier and faxes are
in good working conditions as well as ensuring the cleanliness of the
office.
2. Executive Support
- Effective and
efficient co-ordination of functions of the Managing Director’s office.
- Coordinate
exchange of information between the Managing Director’s office and other
units & individual staff and follow through to ensure feedback is
provided, necessary actions are taken and deadlines met.
- Organize and
maintain an efficient information storage and retrieval system that
guarantees the accuracy and integrity of documents and records in the MDs
office.
- Managing
internal & external stakeholder relationships.
3. Business Development
- Coordination
of business development activities for clients channeled through the MD’s
office by following through on the various leads and ultimate conversion
into business.
- Generates
business leads & follows them through to conversion.
- Coordination
and follow through of key brand-building initiatives;
- Serves as the
project manager of key brand building initiatives from the MD’s office and
reports on their progress.
Key Performance Indicators
- Clear
Operation processes and awareness about policies to the employees in the
Company
- 100%
compliance of business processes and systems
- Accurate and
timely communication
- Quick response
and closure of Operation issues resolved within 1 week.
- Accurate and
efficient information storage and retrieval system
Experience
- A degree in
Business Management, or any relevant field. Formal training in secretarial
operations will be an advantage.
- Minimum 5
years’ experience
- Knowledge of
office administration
- Ability to
maintain a high level of accuracy in preparing and entering information
- Exceptional
inter-personal and coaching skills.
- Excellent
written and communication skills.
- Firm and
exhibits loyalty to the vision of the firm.
- Assertive and
energetic.
- Starter-finisher
- Proactive and
is a Self-starter
- Takes
ownership of problems and develops solutions for them.
- Takes
responsibility and accountability for self and demands the same from those
working with.
- Willing to
learn and master the business products and services of APN
Personal attributes
- To be honest
and trustworthy
- Be respectful
- Possess
cultural awareness and sensitivity
- Be flexible
- Demonstrate
sound work ethics
How to Apply
Send your Cover Letter and detailed CV toapply@jobs.dumaworks.com marking the subject as “2933”, Your Full name & Phone number e.g. 2933 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.
Deadline for receiving applications: Friday, 28 July 2017
N.B.* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer.
Send your Cover Letter and detailed CV toapply@jobs.dumaworks.com marking the subject as “2933”, Your Full name & Phone number e.g. 2933 Barack Obama, +2547xxxxxxxx. If you don’t follow these instructions, your application will not go through.
Deadline for receiving applications: Friday, 28 July 2017
N.B.* You will receive a confirmation email and an alert to take a basic screening test over SMS or online. The email with the test may not arrive immediately. Please be patient. The email/SMS test will typically be 5-8 questions to help us understand your background. Regular SMS rates apply to the test.
If you apply and don’t meet these minimum qualifications, we won’t be able to forward your application to the employer.