Head of Administration / Office Manager at ITM Africa Ltd: (Deadline 12 August 2025)

Head of Administration / Office Manager at ITM Africa Ltd: (Deadline 12 August 2025)

ITM AFRICA LTD a world leading HR Services provider is recruiting a Head of Administration / Office Manager on behalf of KWF. As Head of Administration at KWF, the key responsibilities will be overseeing overall office management and general coordination. You will report to the Office Director. Some of the tasks will be carried out by other staff (receptionist, driver/logistician, cleaner) under your supervision and quality assurance.

Within this context, your tasks include the following responsibilities:

Finance and accounting 

• Record of office expenses in the company accounting system following company accounting guidelines. Carry out monthly accounting on the basis of respective accounting software. Prepare and control monthly financial reports.

• Manage office cash, bank accounts / account statements

• Assist in the preparation of annual budgets and their monitoring

• Support the claiming of tax / VAT

• Ensure proper documentation and audit-proof confidential filing of financial related documents

Office management 

• Execute of all administrative affairs concerning daily office operations

• Communication with official authorities concerning administrative, legal and other issues with regard to the company Office

• Ensure office equipment and vehicles have regular maintenance schedules in place and these are adhered to company standards

• Monitor existing service contracts with third parties (e.g. landlords, insurances, telecommunication companies, consultants)

• Manage office supplies including stationeries, kitchen supplies, cleaning materials etc.

• Interact with company Headquarter on any relevant issues to ensure compliance with relevant rules and regulations

• Supervise and exercise travel cost calculation and reimbursement procedures

• Assure that all disbursements and payments to suppliers/service providers are made on time

• Make sure all office operations are in line with company rules, regulations and procedures, incl. compliance related matters

• Make recommendations regarding improvement of procedures and administration, among others

• Support the execution of all PR measures (printing material, rollups, etc.)

• Be the focal person for IT (coordinate with IT experts in offices and headquarters) and the office´s data protection officer.

Procurement

• Monitor availability and manage procurement of office supplies and external services (incl. insurances)

• Initiate, maintain, carry out, and be responsible for procurement (negotiates costs, orders stationary, inspects delivery etc.), including quotation procedures, in accordance with management decision and company procurement guidelines and receive and check delivered materials

• Keep database on suppliers and conduct regular search for alternatives

• Assist in tax and other custom clearance formalities

HR function

• Supervise processing of staff contracts, benefits and monthly payroll (incl. calculation and payment of taxes, RSSB, etc.)

• Coordinate process of new and departing staff

• Prepare and support with visa applications and work permits for seconded staff

• Maintain and update staff personal files and leave reports

• Supervise supporting staff (receptionist, driver, cleaner)

• Organize and participate in recruiting processes of office local staff

• Coordinate implementation of safety and security regulations

• Support processes related to employment of interns

Supporting tasks, missions arrangements and events 

• Write and draft correspondence, reports, forms and other documents

• Organize and coordinate the schedule and appointments of the Office Director and other staff

• Compile and organize information materials for the Director and/or meetings on request

• Answer, screen, forward and/or return phone calls and messages

• Manage incoming and outgoing correspondence including letters and e-mails, and organize them so that priorities are attended to first

• Monitor required answers and carry out correspondence, as requested

• Make photocopies and scans documents, if and when required

• Assist in the timely preparation and organization of meetings, workshops, seminars and events

• Manage the office calendar indicating business trips, leaves and missions

YOU WILL BE AN IDEAL CANDIDATE IF YOU POSSESS THE FOLLOWING PROFFESSIONAL QUALIFICATIONS, SKILLS AND EXPERIENCE:

• University Degree in Management, administration, accounting, or related field
• A minimum of 5 (but preferably more) years of relevant working experience preferably with one of Rwanda´s Cooperation Partners, international organizations, large NGOs, consulting companies or the banking sector.
• Should feel comfortable working in an international setting

TECHNICAL SKILLS:

• Strong organizational and multitasking skills
• Computer literacy in excel, accounting software, online banking and the like and an affinity to database management and other systems that could increase the efficiency of our current systems.
• Knowledge of HR, payroll, and procurement processes
• Excellent written and verbal communication
• Familiar with office logistics and compliance procedures
• Fluent in English and French; German is a plus

• Discreet, reliable, and detail-oriented

To apply click on this Button below

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