Office Manager

Role Overview:

Catalyst is a regional private equity investor focus on mid-market growth capital investments in Eastern Africa. We are looking for an Office Manager who can efficiently and effectively co-ordinate the administrative functions so as to ensure that its operations run smoothly. Establish systems and procedures for the efficient management of the organisation and its records.

Major Responsibilities:

1.      Personal Assistant to CEO

·         Setting up and overseeing functions and events

·         Prepare briefing notes, reports and presentations as required.

·         Manage the CEO diary and all communication/ correspondence and public relations activities.

2.      Logistics for the office operations

·         Identify purchase needs for the office

·         Select best suppliers and maintain contracts

·         Order material, office supplies, and general utilities in compliance as per the required approval process.

·         Manage the stock and purchasing process; maintain the inventory for the office and submit quarterly.

3.      Personnel

·         Supervise office staff and ensure tasks are delivered as required and liaise with the Nairobi office in matters of discipline, recruitment etc.

·         Ensure all staff are registered with NSSF, NHIF and KRA as per legal/statutory requirements and liaise with the Accountant to ensure that contributions are paid in a timely manner.

·         Liaise with the Accountant to ensure staff dues are paid on time.

4.      General Administration

·         Register to the required insurances and business licences

·         Set up an effective filing system and maintain all relevant records as required

5.      Secretarial Services

·         Perform secretarial duties including typing for the CEO and administration.

·         Handle the enquiries directed to the CEO’s office in his absence; this may involve referring the enquirer to a more appropriate staff member.

·         Handle all incoming and outgoing correspondence both external and internal including e-mails.

·         Degree in business administration with three (3) years experience

·         Strong administrative and organizational skills

·         Computer skills

·         Good English

·         Sense of confidentiality and integrity

·         Extremely reliable

·         Ability to work with minimal supervision