The Office Administrator will be responsible for overseeing day-to-day administrative functions, ensuring smooth operations, and maintaining effective communication with the Addis Ababa office and government authorities. This role includes managing HR tasks, basic accounting, coordinating with various departments, and overseeing the management of imported goods to support overall business objectives. The Office Administrator plays a key role in ensuring an efficient, organized office environment and supporting the broader team.

Key Responsibilities:

General Office Management:

• Oversee daily office operations, ensuring a well-organized and efficient working environment.
• Manage office supplies, track inventory, and coordinate procurement.
• Supervise office staff, assign tasks, and monitor performance.
• Handle office communications, including answering phones, emails, and coordinating meetings.
• Ensure smooth coordination of administrative and operational tasks between the sites.

HR and Employee Management:

• Manage employee records, including contracts, leave, and attendance tracking.
• Facilitate recruitment processes such as job postings, interview coordination, and onboarding.
• Address staff inquiries related to HR policies and procedures.
• Coordinate payroll processing with the finance team and ensure timely salary payments.

Accounting and Financial Management:

• Oversee petty cash management, ensuring proper documentation of expenses.
• Assist with payroll processing and preparation of financial reports.
• Track office expenses and prepare reports for submission to the finance department.
• Coordinate supplier payments, managing receipts and invoices.
• Maintain accurate financial records in compliance with company policies and prepare for audits.

Coordination with Addis Ababa Office:

• Maintain regular communication with the Addis Ababa office to ensure smooth coordination of administrative and operational tasks.
• Facilitate the transfer of documents, reports, and materials between the local office and headquarters.
• Participate in periodic management meetings and report on office operations.

Management of Imported Goods:

• Coordinate the import process, ensuring compliance with customs regulations and required documentation.
• Work with suppliers, logistics providers, and customs brokers to ensure timely delivery of imported materials.
• Monitor shipments and address any delays or issues during transit.
• Ensure proper documentation, including bills of lading, import permits, and customs clearance.
• Manage storage and distribution of imported goods upon arrival, maintaining accurate inventory control.
• Collaborate with procurement and finance teams to ensure timely payments and correct processing of invoices.

Government and Regulatory Communication:

• Liaise with local government offices to ensure compliance with tax filings, labor laws, and other regulatory requirements.
• Coordinate with relevant government agencies for permits, licenses, and documentation.
• Represent the company at official meetings or government-related events when necessary.

Reports to: Site Manager

About You

Qualifications:

• Proven experience in office management, including overseeing daily operations and maintaining an organized work environment.
• Experience in managing HR tasks, including employee records, recruitment, and payroll coordination.
• Proficiency in handling basic accounting, including petty cash management, expense tracking, and financial reporting.
• Proven experience in managing the import process, including compliance with customs regulations and inventory control.
• Strong communication skills for interacting with government authorities, ensuring regulatory compliance, and obtaining permits and documentation.
• Demonstrated ability to collaborate effectively with various departments and external partners.
• Fluency in English and Amharic (Oromo is a plus).
• Proficiency in Microsoft Office and accounting software.
• Strong organizational and multitasking abilities with attention to detail.