Office Manager

Job Description

• Oversee the overall efficient functioning of the different Roha offices operation in Addis Ababa.
• Receive visitors, answer phone calls, and manage correspondence.
• Serve as the focal person for office manager duties including maintenance, supplies, equipment, bills, errands, and shopping.
• Coordinate appointments and meetings; and manage general office calendars and schedules.
• Support in writing minutes, developing agendas and action items in meetings, as needed.
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations.
• Purchase office supplies, equipment, cleaning materials etc.; and maintain proper stock levels. Also, ensure that all items are invoiced and paid on time.
• Organize and manage all office documents in hard and soft (digital) copies with easy traceability.
• Ensure new hire onboarding packages are ready in advance; and assist in the onboarding process of new hires.
• Manage office budgets, scheduled expenditures / dues, and ensure accurate and timely reporting.
• Manage petty cash, reporting; and it’s on time replenishment. 
• Ensure utilities and other payment requests are processed on time. 
• Track and renew or cancel visas, permits, licenses, power of attorneys, contracts, etc. in a timely manner.
• Engage and coordinate with government offices as needed for licenses, visas, work permits, etc. to ensure Roha and its managers are always compliant.
• Liaise with facility management vendors including cleaning, security, office renovation, furniture purchase, etc. 
• Organize the office layout, manage the maintenance and / or replacement of office equipment, furniture, etc. 
• Keep a complete list of fixed assets; conduct proper inventory and follow up. 
• Address employees queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
• Support HR to update and maintain office policies as necessary; and ensure their enforcement.
• Coordinate efforts and company policies with the different Roha Group offices.
• Organize in-house and off-site activities, events, celebrations, conferences, team outings, etc.
• Take on other related tasks and responsibilities as needed to ensure the overall success of the project and the operation.

Job Requirement

Successful applicants have strong analytical and problem-solving skills, think at a superior intellectual level, are flexible and imaginative, are high-energy, persistent, self-starters, are good communicators in writing and verbally, and will preferably have a proven track record of delivering on complex projects in challenging environments. Applicants could demonstrate this by having:

• BA degree in any field with 3-5 years of practical experience as office manager, front office manager, or administrative assistant.
• Excellent communication skills, interpersonal skills, ethics, and cultural awareness.
• Proficiency in Microsoft Office Tools is a must (MS Word, Excel, Teams, and Outlook, in particular).
• Hands on experience with office machines (e.g., Printers, Security System, Wi-Fi devices).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills, both in Amharic and English.
• Strong organizational and planning skills in a fast-paced environment.
• Experience working in Ethiopia is a must.