Office Manager

Elephant Healthcare

Job Summary

We are looking for an organised, confident, and reliable Office Manager for our Nigeria operations. The Office Manager will be responsible for office administration, travel coordination for our field team, planning meetings and communicating with clients, expense reimbursements, supplier payments, issuing customer invoices, and leading on office systems, policies, and procedures. The ideal candidate will be competent in prioritising work, organised, self-motivated, and trustworthy. They will also be articulate and able to engage confidently with Elephant’s clients. They will be able to handle multiple tasks whilst keeping both the in-house and field staff supported. Finally, the Office Manager will be able to ensure the smooth running of Elephant’s offices and teams, which is a critical success factor to Elephant’s sustainable growth.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description/Requirements

Office Operations: 

  • Coordinate office activities to ensure efficiency and high level of productivity;
  • Implement a system for tracking team whereabouts with daily safety checks
  • Assist in drafting and ensuring order and compliance with Elephant company policies in Nigeria;
  • Act as a central point of contact for Elephant’s staff and clients, manage the office, receive visitors and post, maintain office supplies. (In presence of a physical office).
  • Track stock of office supplies and refill when necessary;
  • Support team members in their expenses reimbursable process by coordinating approval and payment of the same with the Finance Manager, Head of Finance, or the external accountants.
  • Take responsibility for office management functions, including insurance and compliance with corporate statutory and legal obligations.
  • Handling logistics and delivery of Elephant healthcare cards and marketing materials.
  • Coordinate importation of Elephant Healthcare cards with the relevant team members to ensure zero stockouts. Also responsible for management and accountability of stock assets tracker
  • Attend relevant meetings to ensure knowledge of the company’s activities
  • Be a partner to all other Elephant Healthcare team members and a champion for Elephant Healthcare`s culture 

Correspondence and Meeting Planning: 

  • Act as a central point of contact for Elephant’s staff and clients 
  • Support the senior team with schedule management, letter writing, meeting arranging, etc. 

Travel planning: 

  • Manage travel arrangements, agenda, and appointments for the Elephant team;
  • Work with the travel agent to identify suitable accommodation for site setup teams as they launch new sites
  • Identify and book good value apartment accommodation for site setup teams as they launch new sites; and
  • Coordinate travel arrangements for the UK and other Elephant staff visiting Nigeria. 

Supplier Management: 

  • Monitor and support budgeting and bookkeeping procedures for the company;
  • Develop and manage relationships with suppliers, including making payments;
  • Screen suppliers and maintain preferred supplier lists; and
  • Support the process to issue client invoices and maintain the client contact tracker
  • Support procurement by sourcing quotations for all third-party services with a minimum of three quotations for first-time purchases.
  • Create and file commercial agreements with customers and suppliers, working with other members of the team to ensure these reflect correctly the outcome of negotiations and checking with the VP of Legal that they are done properly. 

Recruitment and HR support: 

  • Schedule and manage interview appointments for Elephant team leads. 
  • Work with the People Team to keep proper employee records and ensure that payroll reflects these records.
  • Secure all Elephant contracts and records safely at the office; and
  • Build processes to check and monitor travel expenses by colleagues. 

Skills, Attributes, and Experience: 

Our ideal colleague will be an experienced Office Manager who is looking for their next challenge. We are looking for someone who can juggle multiple tasks, conflicting stakeholders and be personable. If this sounds like you, please apply. 

Desired attributes include: 

  • BSc/BA in office administration or relevant field is preferred; 
  • Proven experience as an office manager, administrator or assistant, or relevant role for 4 to 6 years;
  • Excellent communication and interpersonal abilities;
  • Excellent organizational skills;
  • Familiarity with office management procedures; and
  • Good working knowledge of MS Office and Google Drive/Sheets/Docs. 

Our benefits include:

  • We aim to provide all members of our team with flexibility. When we move into a full-time office, we will expect the Office Administrator to work from there at least four days per week. 
  • 21 days holidays + public holidays.
  • SSNIT contribution. 

At Elephant, we know that there is strength in diversity. We know that a diverse workforce increases productivity, mitigates risk and encourages innovation. We are a small team but our growth strategy is centered on finding the right person for the right role - attitude and aptitude. That person will be selected regardless of age, socio-economic status, race, gender, religion, sexual orientation or sexual preference. 

We are inclusive, always. We will not tolerate discrimination or harassment of any kind based on race, gender, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by equality laws in the places where we operate. 

One of our core values is to be kind, and we expect all Elephant staff to live up to that mantra, daily.

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