Job Description

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