Background

Savannah Informatics is a Kenyan e-Health software company founded by clinicians and finance specialists to deliver interoperable, connected solutions for healthcare facilities, organizations and regions. Our vision is to enable a better healthcare future for Kenya through pioneering use of information technology and knowledge creation

Job Description

We are looking for an Office Manager to organize and coordinate administration duties and office procedures while at the same time working as an Executive Assistant to the company’s directors. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

Your duties will involve, but are not limited to, scheduling meetings and appointments, making office supplies arrangements, greeting visitors, providing general administrative support to our employees, ensuring the smooth running of the office and helping to improve company procedures and day-to-day operations.

Key Responsibilities:

• Organizing meetings and managing the meeting rooms
• Booking transport and accommodation for staff
• Support the People & Talent department in organizing all in-house and off-site company events and conferences
• Managing the supplier database and KYC records and updating them as needed
• Supplier management: Ordering stationery, IT equipment, kitchen supplies and other needed supplies for the office
• Supervising and monitoring the work of the office assistant and cleaners
• Implementing, maintaining and recommending procedures/office administrative systems
• Ensuring fire, health and safety policies are up to date and that the office is compliant
• Act as an Executive Assistant to the directors by managing their schedules, communication, email correspondence and travel arrangements
• Attending meetings with senior management (directors) and taking minutes
• Assisting the organization's HR and finance functions by keeping personnel records up to date and managing records
• Dealing with correspondence, complaints and queries about the office
• Preparing letters, presentations and reports as requested by the lead supervisor
• Ensuring all devices, especially the projector and its accessories, are returned in the condition they were taken in.
• Ensuring that the office is neat, tidy and organized, and planning the cleaning schedule as needed

Skills & Qualifications:

• Open to graduates from all degree disciplines
• Working experience between 1 to 2 years

• Organizing meetings and managing the meeting rooms
• Booking transport and accommodation for staff
• Support the People & Talent department in organizing all in-house and off-site company events and conferences
• Managing the supplier database and KYC records and updating them as needed
• Supplier management: Ordering stationery, IT equipment, kitchen supplies and other needed supplies for the office
• Supervising and monitoring the work of the office assistant and cleaners
• Implementing, maintaining and recommending procedures/office administrative systems
• Ensuring fire, health and safety policies are up to date and that the office is compliant
• Act as an Executive Assistant to the directors by managing their schedules, communication, email correspondence and travel arrangements
• Attending meetings with senior management (directors) and taking minutes
• Assisting the organization's HR and finance functions by keeping personnel records up to date and managing records
• Dealing with correspondence, complaints and queries about the office
• Preparing letters, presentations and reports as requested by the lead supervisor
• Ensuring all devices, especially the projector and its accessories, are returned in the condition they were taken in.
• Ensuring that the office is neat, tidy and organized, and planning the cleaning schedule as needed

• Proficient in Microsoft Office applications such as Word and Excel

• Prior experience in office administration
• Open to graduates from all degree disciplines