Office Manager

  • Full-time

Company Description

Our client is an academy with a passion for working together to empower each student to “achieve in
excellence” and actively participate in a changing global environment, as we bestow valuable
knowledge and skills to guide them, on their lifelong journey of learning.


Are you a seasoned customer-centric professional with experience organizing and supervising
administrative systems and support staff in the school office and responsible for undertaking
administrative, financial, organizational processes, maintaining confidentiality at all times. Are you
interested at being part of a team focused towards transforming the education sector in Kenya? If so, then
this is the job you’re looking out for.


Our client would like to fill the position of an Office Manager reporting to the Head Teacher.

Job Description

The jobholder will be responsible for the smooth running of an office on a day-to-day basis and may
manage a team of administrative or support staff. To be responsible to the Head teacher for the
management of the school office in order that it is an effective administration center where staff and
visitors are supported.

Duties and Responsibilities
Office Management

  • To be responsible for the daily running of the school office.
  • To show a creative flair in developing the administrative areas of the school in line with current regulations.
  • To seek advice from the Head teacher on matters of doubt/difficulty.
  • To act as the focal point for communication both orally and in writing with teaching and support staff, pupils, parents and outside agencies while maintaining strict confidentiality.
  • To conduct and filter telephone inquiries and to receive anyone visiting the school.
  • To draft routine correspondence using appropriate software.
  • To develop computer aided administration, initiating new applications to support the school as a whole.
  • To establish and maintain appropriate pupil and other records (e.g. the school admissions register, contact lists in the event of accidents to pupils or staff etc.), including assisting in or where appropriate undertaking, the preparation of statistics and reports on the work of the school.
  • To correctly administer admissions and support improving.
  • To ensure all Personnel data and contracts are correct and up to date (liaising with the Business Manager to ensure correct payment to staff).
  • To deal with the administrative tasks relating to the transfer of children and the requirements of other outside agencies.
  • To maintain sickness and holiday records and absence returns for teaching and non-teaching staff where appropriate.
  • To promote the school’s policies in a manner compatible with the duties of the post.
  • To undertake general office duties, distributing and dispatching post, photocopying, clerical work, and any other duties as required.
  • Delegating tasks to junior employees.
  • Organizing induction programs for new employees.
  • Attending meetings with senior management.
  • Assisting the organisation& HR function by keeping personnel records up to date, arranging interviews and so on.

Transport

  • Booking transport and accommodation.
  • Organizing company events or conferences.
  • Liaising with staff, suppliers and clients.

Library

  • Ordering stationery and furniture.
  • Using a range of software packages.
  • To maintain and update the school website.
  • Maintain files and inventories.

Kitchen

  • Ensuring that health and safety policies are up to date.
  • Procure supplies and materials for the purpose of maintaining availability of required items.

Accounts

  • Planning and implementing all financial policies, procedures, processes and guidance within the company in accordance with international standards.
  • Review all company financial reports monthly and termly, prepare for internal and external audits and work closely with auditors and partners on financial audit matters.
  • Ensuring stock is controlled/procedures improved and quarterly stock take is done.
  • Maintaining of company accounts and managing repayment plans to with and Support management in producing financial budgets and financial statements for planning and board meetings.
  • Manage and advice management on tax related issues, and ensuring all statutory returns are filed within the statutory timelines.
  • Maintain proper books of accounts by verifying all financial transactions logged into the accounting software.
  • Facilitate preparation of proper monthly reconciliation statements for banks suppliers and
  • customers.
  • Continuously updating internal controls within the finance department to adhere to the company policies and procedures, and all accounting standards.
  • Evaluate all business units with relevant costs ensuring maximum profits.
 

Qualifications

  • A Bachelor’s degree in a Business Related course or its equivalent.
  • At least 2 years’ proven work experience in an administrative role.
  • Demonstrated intermediate level proficiency in Microsoft Word and Excel and advanced level of proficiency in Microsoft PowerPoint and Quickbooks.

 

Additional Information

Required skills and key competencies

  • Excellent command and articulation of the English language.
  • High interpersonal skills and ability to interact with people from all walks of life.
  • Attention to detail.
  • Strong organizational skills.
  • Strong analytical & problem solving skills
  • Holding people accountable
  • Good planning and organization skills.
  • Team player with proven leadership skills.
  • Good decision maker.
  • Delegation and management skills.
  • Exceptional communication and interpersonal abilities
  • Efficient
  • Organized
  • Patient
  • Multitasking
  • High coordination skills.

If you are interested in the position and have the skills and talents our client is looking for, we would like to hear from you.
Please make your application through our website www.dorbe-leit.co.ke before close of business 20th
March 2019. Only successful candidates will be contacted. Starting salary is Kshs. 30,000