Roha Medical Campus PLC (Roha) is building an integrated health campus in Addis Ababa. When complete, it will provide world-class, high-quality, affordable healthcare across multiple hospitals and facilities. The campus will include a medical school and facilities for research and innovation. It will be set in a lush, green setting, built to the highest sustainability standards, and with a beautiful urban park open to the public. Development of the campus has begun, and the first hospital is already under construction.

About the role

Roha is seeking an Office Manager who will oversee the overall efficient functioning of Roha office in Addis Ababa. The office manager will be responsible for organizing and coordinating administrative duties and office procedures. S/he will also be responsible for creating and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety.

Responsibilities include:

• Oversee the overall efficient functioning of the different Roha offices operation in Addis Ababa.
• Receive visitors, answer phone calls, and manage correspondence.
• Serve as the focal person for office manager duties including maintenance, supplies, equipment, bills, errands, and shopping.
• Coordinate appointments and meetings; and manage general office calendars and schedules.
• Support in writing minutes, developing agendas and action items in meetings, as needed.
• Coordinate domestic and international travel, including flight, hotel, and car rental reservations.
• Purchase office supplies, equipment, cleaning materials etc.; and maintain proper stock levels. Also, ensure that all items are invoiced and paid on time.
• Organize and manage all office documents in hard and soft (digital) copies with easy traceability.
• Ensure new hire onboarding packages are ready in advance; and assist in the onboarding process of new hires.
• Manage office budgets, scheduled expenditures / dues, and ensure accurate and timely reporting.
• Manage petty cash, reporting; and it’s on time replenishment.
• Ensure utilities and other payment requests are processed on time.
• Track and renew or cancel visas, permits, licenses, power of attorneys, contracts, etc. in a timely manner.
• Engage and coordinate with government offices as needed for licenses, visas, work permits, etc. to ensure Roha and its managers are always compliant.
• Liaise with facility management vendors including cleaning, security, office renovation, furniture purchase, etc.
• Organize the office layout, manage the maintenance and / or replacement of office equipment, furniture, etc.
• Keep a complete list of fixed assets; conduct proper inventory and follow up.
• Address employees queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
• Support HR to update and maintain office policies as necessary; and ensure their enforcement.
• Coordinate efforts and company policies with the different Roha Group offices.
• Organize in-house and off-site activities, events, celebrations, conferences, team outings, etc.
• Take on other related tasks and responsibilities as needed to ensure the overall success of the project and the operation.

Job Requirements

About the candidate

Successful applicants have strong analytical and problem-solving skills, think at a superior intellectual level, are flexible and imaginative, are high-energy, persistent, self-starters, are good communicators in writing and verbally, and will preferably have a proven track record of delivering on complex projects in challenging environments. Applicants could demonstrate this by having:

• BA degree in any field with 3-5 years of practical experience as office manager, front office manager, or administrative assistant.
• Excellent communication skills, interpersonal skills, ethics, and cultural awareness.
• Proficiency in Microsoft Office Tools is a must (MS Word, Excel, Teams, and Outlook, in particular).
• Hands on experience with office machines (e.g., Printers, Security System, Wi-Fi devices).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills, both in Amharic and English.
• Strong organizational and planning skills in a fast-paced environment.
• Experience working in Ethiopia is a must.