Office Manager at Aldelia Limited

Job description

• The regional office in Lagos is responsible for investments in Nigeria. We are seeking a highly motivated and organized Office Manager to join our dynamic team in Lagos. The successful candidate will play an instrumental role in overseeing the administrative, logistical, and financial functions of the office. You will be responsible for ensuring smooth day-to-day operations, managing office supplies, handling accounting tasks, and supporting the team in various logistical needs. The Office Manager has to show a high level of autonomy and maturity in his/her work and most importantly, he/she has to be able to work independently. The office manager will work in close contact with Proparco’s Country Director for Nigeria, Proparco’s Finance Department in Paris and Agence Francaise de Development office in Abuja. Fluency in English is required, and knowledge of French is a plus.

Key Responsibilities and Accountabilities

Administration:

• Oversee the daily operations of the office to ensure everything runs efficiently. Manage office correspondence, including emails, phone calls, and other communications.
• Maintain and organize office files and records.
• Manage reception of visitors
• Handle scheduling and calendar management of the Country Director.
• Organise meetings, events and conferences, including room reservation, preparation of participant lists, and secretarial support during the meetings.
• Handle IT first level support for the team in coordination with AFD Lagos IT team and the Group IT Department

Logistics management:

• Coordinate travel arrangements for the team, including flights, accommodations, and transport.
• Coordinate travels of HQ members business travels to Nigeria
• Manage office supplies and inventory, ensuring the office is always well-stocked.
• Manage relationships with vendors and service providers for office maintenance and supplies.
• Supervise the proper functioning of office equipment and arrange for repairs as needed.
• Manage the driver’s schedule and maintenance of the company car
• Conduct periodic physical inventories

Accounting, Budget Management, and Treasury:

• Oversee and maintain office financial records, including processing invoices and receipts.
• Monitor office expenses and provide regular financial reports.
• Ensure timely and accurate payments of bills and invoices.
• Monitor bank accounts: Reconcile movements on bank accounts, establish periodic reconciliation and report any anomalies
• Prepare funding request form HQ and prepare transfers to local currency bank account
• Drive the preparation and monitoring of the office budget.
• Prepare periodic financial reporting

Support the Country Director

• Contribute to the preparation of the monthly operational reporting to HQ
• Contribute to Proparco’s communication strategy in Nigeria Required

Qualifications:

• Bachelor's degree in Business Administration, Finance, or a related field.
• Minimum of 5 years of experience in office management or a similar role.
• Strong proficiency in English (both written and spoken).
• Knowledge of French is a significant advantage.
• Excellent organizational and multitasking skills with keen attention to detail.
• Strong communication skills and the ability to work collaboratively in an international team environment.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and other office management software.
• Strong problem-solving abilities and a proactive approach to tasks. Additional Skills: Knowledge of basic accounting principles and financial reporting.
• Excellent organizational, administrative and time management skills
• Ability to interact simultaneously with multiple stakeholders
• Flexibility and adaptability to a fast-paced work environment
• Excellent verbal and written communication skills.
• Pro-active, logical reasoning, problem solving, analytical skills and detail-orientated.
• Willingness to work in an international/French environment