Administrative Officer

Job Description for Administrative Officer Position:

About Us:

Here at Visions Africa, we are serving clients locally & internationally who seek high quality accounting & tax advisory solutions.

We aim to provide our clients with the solutions that they need and with the confidence that we are on top of our knowledge in accounting, tax and customer service.

Our mission is to build an accounting firm in Rwanda and beyond which serves clients on a global level with a specific focus on Rwanda and Switzerland and other selective markets.

By building a successful accounting firm you are part of contributing to the firm’s and your own success and reputation. With Visions Africa you are invited to shape the direction of the company to become a preferred employer in Rwanda who is able to attract the best talent in Accounting services.

To learn more about our culture, values and how you can be a part of the team by giving outstanding services to clients globally, please visit us here! https://visionsafrica.com/about-us/

What we offer:

• Very competitive compensation package; negotiable based on demonstrated experience
• Guaranteed growth for interested individuals
• Regular team events, internal trainings and external trainings which are part of our efforts to continuously learn and improve
• Medical insurance for you and up to 3 dependents
• Paid Time-Off
• Performance Bonus
• Free fruits and drinks to keep you energized during work

What we’re looking for:

As an Administrative Officer, reporting directly to the CEO, you will oversee various administrative tasks crucial to the smooth functioning of our office environment. You should possess strong organizational skills, attention to detail, and the ability to multitask effectively.

In this role, you will contribute to preparing and reviewing client communication materials to maintain accuracy and professionalism. Office space management will be a key duty, involving the organization and upkeep of the office environment and coordinating with facilities for necessary repairs and maintenance. You will handle visitor interactions, maintain visitor logs, and oversee security protocols. Additionally, you will supervise cleaning staff and ensure the office is clean and presentable. Guest reception duties include greeting visitors and managing incoming calls.

Supporting the CEO will involve various administrative tasks, such as scheduling appointments, managing correspondence, and facilitating internal communication. You will also undertake additional tasks assigned by the CEO, which may include conducting research, preparing reports or presentations, and coordinating travel arrangements.

Key Responsibilities:

• CEO support: Support the CEO administratively to ensure efficient customer service, meeting deadlines and coordinating his schedule effectively
• Handling Petty Cash: Managing cash for office expenses
• Data Entry: Recording financial transactions in the accounting system
• Client Database/Information Management: Ensure effective communication by maintaining up-to-date contact information, reports, and updates for all clients
• Office Space Management: Ensuring the office environment is organized and functional
• Events Coordination: Planning and overseeing office events and meetings
• Visitor Management: Welcoming and assisting visitors with their needs
• Security Oversight: Monitoring security protocols and systems
• Cleaning Supervision: Ensuring the office is clean and presentable
• Guest Reception: Greeting and receiving guests with professionalism
• Stock Management: Keeping track of office supplies and inventory

Requirements:

• Proven knowledge in office administration or related field
• High level of English
• Proficiency in MS Office suite and accounting software
• Excellent communication and interpersonal skills
• Strong organizational and time-management abilities
• Attention to detail and accuracy in data entry and record-keeping
• Ability to handle multiple tasks and prioritize effectively
• Knowledge of security protocols and procedures is a plus

If you are a proactive and organized individual with a passion for ensuring a well-functioning office environment, we encourage you to apply for this position here not later than July 3rd 2024. Join our team and contribute to our continued success!

Note: This JD is indicative but not limited to the mentioned roles and responsibilities. There may be additions, changes or both as per changing needs.