Vacancy title:
Office Manager

Jobs at:
ITM Africa Ltd

Deadline of this Job:
March 31st,2018

Duty Station:
Kigali, Rwanda

JOB DETAILS:

ITM Africa Ltd, an international business solution company specializing in all HR solutions is currently supporting the recruitment of an Office manager on behalf of VAVAKI Architect Ltd, a dynamic firm of Architects with a focus on African emerging economies which offer Urban Design, Architecture and Master planning as their core business services.
ROLE
We are looking for a qualified office manager to provide high-quality administrative support in a well-organized and professional manner. To be successful in this role, you should be proactive, meet deadlines, be familiar with office management technologies and communicate effectively. You will provide assistance to top-level executives and be responsible for facilitating the efficient functioning of the office.

RESPONSIBILITIES

• Assist in creating systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
• Resolves administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
• Act as the point of contact between the executives and internal/external clients
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains the meeting rooms and MD’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and provide reminders.
• Assist were required in the preparation of payments by verifying documentation, and requesting disbursements.
• Maintains customer confidence and protects operations by keeping financial information confidential.
• Assist were required with any collection of data, including timesheets and expenses from staff
• Promote health and safety
• Assists in HR related matters, where required
• Greet and welcome guests as soon as they arrive at the office
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing
• Arrange travel and accommodations and various other reservations
• Promote health and safety
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  YOUR PROFILE
• At least 5 years of experience in an international company or NGO
• Bachelor degree holder
• Previous experience working in an architectural or accountancy practice (desired but not compulsory)
• Ability to use a variety of media in the development and documentation of a design project
• Understanding of the architects role in the co-ordination and integration of project information and management
• Ability to assist with the management of junior assistant architects on the team
• Understanding of financial aspects of running a design project on time and on budget
• Be able to build good working relationships with colleagues at all levels
• Have an excellent organizational ability
• Have high levels of accuracy and attention to detail
• Ability to take initiative
• Ability to work well under pressure and meet deadlines efficiently
•  A flexible and open attitude towards new ways of working and commitment to independent, lifelong learning
•  Reporting Skills, Administrative Writing Skills, Microsoft Office Skills, Organization, Analyzing Information, Professionalism, Problem Solving, Inventory Control
•  Proficiency in Verbal and Written English

Job application procedure
Interested candidates should send an application letter plus updated Curriculum Vitae, including 3 professional referees’ names and number to recruitmentrwanda@itmafrica.com  mentioning in the subject line “Office Manager Job application". Please note that we will only contact short-listed candidates.