Office Manager at a Reputable Company

BACKGROUND

A Community Healthcare Organization in Lagos has acquired a grant for community healthcare services for TB and HIV and setting up a team of community healthcare officers to drive the implementation of the project in several LGAs in the State; therefore, we seek to hire a Full-Time Office Manager for an ASAP resumption to create excellent support and office base for the programs. 

ROLE AND PURPOSE

• To perform a broad range of financial, secretarial, human resources, office management, and operations duties.
• Responsible for the supervision and performance of all intra-office communications, office supply management and inventory control, creating and maintaining administrative and operational standards of procedures.
• Professional staff supervision to maximize performance and job output, providing day-to-day support to staff, in an enabling environment.
• Work with the senior management to ensure update on office affairs and staff performance in meeting targets.
• Ensure proper filing of all documents for ease of internal and external audit processing.
• Coordinates the planning and organization of meetings and workshops, planning and executing meetings for the organization, for both internal and external activities.
• Handle all official emails, hard copy mails, dispatch deliveries and general inquiries and requests from any source.
• Ensure professional workplace environment to staff and visitors.
• Maintain vendor, stakeholders, partners, and employee telephone directory.
• Maintain Employee handbook and ensure adherence with review of policy at least once a year and recommendations for revisions.
• Coordinate with the landlord and other tenants as required for facility management activities and maintenance issues.
• Prepare and ensure assignment roster on the Weekly To-Do List is enforced for performance.
• Ensure completion of Time and Task Sheet daily for payroll.
• Ensure daily updates of log sheets and proper storage of all used log sheets as well as not allow all consumable items to run out of stock.
• Verify submission of all source documents for voucher requests approvals, and work with account team to ensure balanced statements at the end of each day.
• Manage the monitoring and reporting of generator preventive and maintenance due hours with a view to alert the service technician.
• Establish and maintain a well-functioning logistics support operation for the office.
• Ensure the maintenance of all office equipment and appliances with scheduled servicing and timely repairs in order to avoid any disruptions in the workflow.
• Basic accounting skills are required with the ability to prepare and manage office admin budgets.
• Prepare for and support audits and inspections of projects and the facility in collaboration with other team members.
• Process recruitment activities, ensuring completion of application submissions with the verification of copies of the original documents submitted and that the job description fits the standard job matrix for the application.
• Ensure accurate and up to date information of staff, vendors, clients, and stakeholders.
• Organize performance reviews in collaboration with unit heads.
• Ensure timely submission of vetted accurate timesheets for payroll.
• Organize training for staff on competency, capacity building, and implementation of career planning and development.
• Proficiency in digital filing and cloud-based filing systems.
• Order office supplies and inventory as required, conduct regular audit of items on inventory list and support inventory exercise for assets management.
• Excellent record keeping and documentation skills are required especially with meeting minutes and update reports.
• Perform any other project related duties as specified by senior management team.
• Proficiency using MS Windows and MS Office packages (Excel, Word, PowerPoint), especially in Excel is a Must Have.