Dec 02, 2019

Senior Office Manager

  • TAF Oil PLC
  • Addis Ababa, Ethiopia
Full Time Management Jobs in Ethiopia

Job Description

Senior Office Manager

TAF Oil P.L.C would like to invite qualified and experienced Candidates for the following position

JOB BRIEF

TAF, a very fast growing, multi-business oriented and client-focused Company is looking for an energetic Senior Office Manager who doesn’t mind wearing multiple hats. The applicant should be experienced in handling a wide range of managerial and executive support related tasks and able to work independently with little or no supervision. The applicant needs to be well organized, flexible and enjoy the challenges of supporting an office of diverse people. The Office Manager will organize and coordinate office management and procedures in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for organizing and coordinating all of the administrative duties and office procedures that include scheduling management meetings and appointments, attending meetings and taking minutes/notes, preparing action points and following them up, providing general managerial support to employees, developing intra-office communication protocols, streamlining administrative procedures, and ensuring office equipment is maintained, relevant records are up to date and that all administration processes work effectively. Ultimately, the Office Manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation

DUTIES AND RESPONSIBILITIES

In general terms, the Senior Office Manager is responsible for assisting the General Manager in all courses of decisions making, implementation, monitoring and evaluation so as to enhance the Company's competitive edge in business ventures. The specific duties and responsibilities include:

  • Designing and implementing management systems by establishing standards and   procedures
  • Identifying performance targets and agreeing with managements and/or employees;  following up on progress, measuring results against standards; and making necessary adjustments.
  • Managing office services by ensuring office operations and procedures are organized,  correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored
  • Overseeing general operations of directors/ departments; this may include supervising, mentoring, training, and coaching office staff and delegating assignments to ensure maximum productivity.
  • Managing executives’ schedules, calendars and appointments; this may include identifying and    scheduling meetings and appointments, setting agenda, taking minutes, preparing action          points and following pending issues.
  • Handling all communications with THE GM via outlook, email & letters; this may composing correspondence and drafting new communications.
  • Reviewing, analyzing and reporting of performance results of all directors and departments to senior management; this may include organizing a platform for discussions and proposing corrective actions.
  • Reviewing and analysing the progress of special projects and keep the management properly informed.
  • Reviewing and analysing special reports (could be government or compactors or partners); summarizing information; identifying trends and providing recommendation to management to act on.
  • Following up LC & exerting maximum effort in addressing any problem that hampers thenormal process.
  • Improving employee and client retention rates through active communication and problem-solving efforts.
  • Establishing and promoting team atmosphere through conflict management and other leadership roles.
  • Partnering with HR to update and maintain office policies as necessary.
  • Coordinating with IT department on all office equipment.
  • Planning in-house or off-site activities, like celebrations and conferences.
  • Seeking, analysing and responding to customer enquiries and complaints; includes identification of causes and responsible person(s) and/or unit(s).
  • Introducing and arranging regular testing for electrical equipment and safety devices.
  • Introducing and implementing performance based motivational schemes
  • Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors and service providers
  • Contributes to team effort by accomplishing related results as needed.

Job Requirements

Required Qualification

  • MBA or BA in Management, Business Administration, Marketing Management, Business Information Management, Human Resource Management, Accounting and other related study.

Relevant experience

  • A minimum of six or eight years proven work experience as an Office Manager, Directors, General Manger, or Administrative Assistant with MBA and BA respectively. 

REQUIRED SKILLS AND KNOWLEDGE

  • Knowledge of office administrator responsibilities, systems and procedures
  • Knowledge of business and management principles in general and performance      assessment and analysis in particular.
  • Excellent time management skills and ability to multi-task and prioritize work under pressure
  • Attention to detail and problem solving skills
  • Excellent interpersonal, oral and written communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • Strong decision making and leadership skills
  • Strong skills and confidence to lead and motivate a team
  • Strong ability to manage own workload and supervise the work of others concurrently
  • Flexibility and adaptability to changing workloads
  • Very good project management skills.
  • Ability and courage to take initiative
  • Demonstrate integrity no matter how results  and circumstance may be unfriendly
  • Familiarity with email scheduling tools, like Email Scheduler and proficiency in MS Office  (MS Excel, MS Outlook and MS Power, Point SAP; ACCPAC). 

How to Apply

Female Applicants are encouraged.

Interested applicants who fulfil the requirements can submit non-returnable copies of their CV, application letter and other testimonial documents within 12 calendar days of this announcement through our Email Address : - taf.vacancies@tafoilplc.com   and in person through the following  Address: -

Wollo Sefer, TAF Oil Head Quarter, in Front of Tebaber Berta Building

Tel:- 0115- 580686/87 Ext-139