Office Manager

The purpose of the role is to ensure the smooth running of the office on a day-to-day basis and manage administrative and support staff and/or contractors. The Office Manager is also responsible for ensuring sound corporate governance practices. Requirements Office Administration - Diary Management for the Office - Speaking Engagements: Photos & Profiles - Key Presentations: Design & Print Support - Manage and oversee Travel Arrangements and internal policy and procedure - Manage Stationery: Business Cards & office essentials - Equipment: Laptops, iPads etc Facilities Management - Manage facilities contracts - Manage office space plan - Manage queries related to building - Cleanliness of the office Office Equipment - Lead and Manage relationships with all suppliers - Own & Maintain Register of equipment - Own & Maintain Contracts Register of equipment - Record all depreciation & related disposals - Lead Insurance Claim Processes Office Essentials & Petty Cash - Ensure that all monthly essentials are replenished, including stationery, groceries etc. Document Management - Ensure that all physical documents are appropriately stored by designing & maintaining a filing system - Ensure offsite storage for documents with regulatory life requirements - Ensure that company documents stored electronically are secured through restricted access - Manage all couriered or physical mail & related suppliers Governance, IT, Travel and Health and Safety - Be the H&S responsible person for the office - Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments. - Keep records of security codes, tags, passwords etc. - Receive, disseminate & store: receipts, invoices and POPs for all payments - Review suppliers & related contracts and make recommendations to hire/fire - Draw up annual budget for Board Approval: Equipment, essentials, petty cash and other Marketing & Culture - Ensure that physical branding is in order e.g. office signs - Plan company events: annual celebrations; birthdays and ad hoc: venue; equipment; food etc. - Ensure that staff have Pele gear: t-shirts, caps etc Company Secretariat - Organise meetings, board meetings, Exco, PRC and IC meetings: printing; facilities; venue & food - Collate board pack (standardise inputs from accountable parties into single document) - Attend & Minute all board, Exco, PRC and IC meetings - Circulate Minutes & Board Resolutions Register within a week of each board meeting - Maintain Board Resolutions Register - File Minutes, Board Packs & Board Resolutions Register - Update and manage all compliance documents as per the Companies Act and related legislation Ad-Hoc - Liaise with Management team to ensure that their needs are met Desired Skills and Qualifications - A bachelor degree or equivalent. - Five years of experience in office administration - Knowledge of office management procedures - Adaptability - Communication, negotiation and relationship-building skills - Proficiency in Microsoft Office programs - Strong problem-solving skills - Excellent organisational skills - Highly motivated and ability to prioritize efficiently - Ability to work alone or as part of a team - Enthusiastic and reliable - Initiative - Leadership and the ability to ‘make things happen’ - Budgeting skills Competencies Leadership Capabilities: - Participative Leadership - Planning and Organizing - Monitoring and Measuring Cognitive Capabilities: - Analysis and Attention to detail - Problem Solving - Critical thinking Interpersonal Capabilities: - Assertive - Methodical - Drive and Action Oriented - Flexibility - Excellence and Quality Orientation