Office Administrator

16^th September 2024

Job Description

Job Purpose (summary)

The Office Administrator is responsible for supervising all administrative functions and providing support tailored to the administrative needs of both legal entities within the shared office space. He/she will ensure the efficient functioning of the office through a range of administrative and clerical tasks.

1. Front Office Management

• Serve as the first point of contact for external stakeholders, and handle inquiries.
• Organize and maintain physical and electronic files and records.
• Handle phone calls on behalf of the office.
• Receive customers and guests

2. Administrative Support

• Manage agendas and appointments for the COO per request Manage travels for staff.
• Monitor and manage office supplies, inventory, and equipment.
• Organize and coordinate logistics for office events.
• Set up and coordinate internal collective meetings.
• Manage reservations for employee transportation, accommodation, and conference facilities.
• Liaise with outsourced departments (Lawyers, RRA, Embacy, etc..) for requested documents upon management approval.
• Assist with onboarding new employees, including office tours and staff field visit coordination.
• Provide administrative support to team members as needed

3. Supplier Management

• Liaise with suppliers to ensure timely delivery of goods and services.
• Communicate supplier-related updates or issues to internal stakeholders.
• Negotiate supplier terms for cost-effective deals.
• Maintain accurate records of supplier contracts, agreements, and documentation.

4. Facilities Management

• Ensure the shared office space is well-maintained, safe, and secure.
• Report on needed repairs and maintenance for the office

5. Financial Administration

• Monitor and record office-related expenses (supplies, equipment, services).
• Assist with financial processes (invoice processing, expense tracking, budget monitoring).
• Ensure accurate preparation of bi-monthly/monthly payment runs.
• Collaborate with the finance team to ensure accurate financial records.

Education and Qualifications

• Have a bachelor’s degree in field of Finance, business administration or any other related area.
• 1-3 years’ proven experience in an administrative role or similar capacity.

General and Behavioral (Key Skills required)

• Be proficient with the Microsoft Office Suite
• Punctuality and regularity at work
• High degree of integrity and ability to maintain confidentiality
• Focused and good attention to details
• Proven work ethic and work well under pressure
• Effective oral and written communication skills
• Ability to communicate effectively with people at all levels

We are currently searching for a self-driven and reliable candidate to fill the position. More details can be found in the attached job description. Applications are to be sent to careers.rwanda@bboxx.co.uk not later than Wednesday, 25rd September 2024 at 5PM.