JOB DETAILS:
Job Overview:
On behalf of our client, we seek to recruit a highly competent, hardworking and self-motivated individual to fill the position of Office Manager/Procurement Officer.

Key Duties and Responsibilities
• Ensuring cleanliness and order of the office by supervising the office cleaner/tea boy, ensuring orderly filing of documents, ensuring adequate furniture.
• Managing the petty cash of the company including requisitioning and using the petty cash ensuring that all payments are adequately supported.

• Ensuring adequate supplies of office requirements such as stationery, printer tonners, tea items, etc. are available at all times.
• Ensure that all the firms’ equipment are maintained in the best possible condition by maintaining a service schedule with service providers.

• Ensuring the firm’s internet is always working efficiently by ensuring prompt loading of MBs and ensuring payment for the hosting of websites and email addresses. Ensure that staff emails are working well and liaise with the respective service providers to promptly sort out any issues.

• Ensure timely requisition of payments for staff and suppliers to ensure timely payments by writing the required payment vouchers/cheques to enable approval for payments.

• Ensuring that all supporting documents for payments such as staff per diems, travel expenses, visas etc. are submitted, reconciled to the payment amounts and attached to the payment vouchers.
• Ensuring timely payment of all taxes including withholding taxes and VAT plus statutory deductions including PAYE, NSSF etc.
• Maintain an accurate spreadsheet showing the PAYE amounts that have been deducted from each of the partners/directors so that the amount of PAYE filed on the payroll reflects the amounts that have been deducted from each of the partners/directors.

• Be an agent for the firm’s bank accounts, draw cash as required and carry out other bank transactions as shall be delegated by the bank signatories.
• Carry out data entry into the accounting system for the company.

• Ensure security of the office by ensuring that only authorized officers have keys to access the office and to routinely change door locks to ensure safety.
• Assisting the firm's HR function by keeping personnel records up to date, arranging interviews, preparing the monthly payroll and so on.
• Identify documents/files that are older than seven years and bring them to the attention of partners/directors so that they can approve them for shredding, and organize for the shredding as appropriate to free up space for new files.
• Handle the office’s incoming calls and ensure the messages are properly delivered to the respective officers
• Ensure that all office telephones are working well by regularly testing them to find out the ones that may not be working and ensuring prompt payment of phone bills where appropriate.
• Suggest any improvement in the existing office systems/use of facilities as appropriate to ensure efficient and cost effectiveness.
• Support the technical teams as appropriate, especially during their field trips to ensure that they have all the required facilities, funds etc.
• Generate the required reports for the technical teams and assist them during preparation of reports as appropriate.
• Carry out any other duties as shall be allocated to you from time to time.

The main responsibilities will include:
• Prepare bid proposals and quotations for bid opportunities under the supervision of partner/director ensuring timely submission of proposals.
• Search for bidding opportunities in the company’ lines of business on the internet including identifying new websites for assignment opportunities.
• Receive and review business emails and carry out appropriate actions including informing the partners/directors about available proposal opportunities.
• Review all major newspapers on a daily basis to identify any job adverts that are in the company’ business lines and bring them to the attention of the partners/directors.
• Maintain a data base of bids that have been received including when they are due to ensure that we do not miss any deadline for submission of proposals/quotations.
• Maintain a data base of the company’ clients including potential clients including what action needs to be carried out such as sending the company’ profile, visit the client, talk to the client, follow up with the client around a certain time etc. Monitor and ensure that the required actions are carried out on a timely basis.

Skills and requirements
• Degree or diploma in any business course.
• At least 3 years of working experience as an office manager.
• Background in consultancy or Auditing will be an added advantage.
• Knowledge of Ms Office.
• Competency skills
• Excellent communication skills.