Job title
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Office Manager
Job Description
Manages office operations and supervises support staff. Prepares, processes and monitors budgets, project
proposals, records and invoices which pertain to office operations and support staff. Reviews incoming
correspondence and forwards appropriately or, based on a knowledge of recipient's views, may respond for
them. Leads meetings addressing specific operational issues and develops recommendations and action plans
towards their resolution. May act as a spokesperson for departmental inquiries. Supervises and schedules
clerical and secretarial staff, processes employee transactions and may assist in investigating employee issues/
concerns and in determining an appropriate course of action. Oversees the ordering of equipment and supplies.
Performs related responsibilities as required. !
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Duties and responsibilities
Communication
The office manager handles the day-to-day communications of the office. The office manager operates as ACU’s
gatekeeper because most everything crosses his/her desk first. The office manager will answer calls, take
messages, schedule meetings and write letters. The office manager will open and sort mail and deliver it to the
appropriate personnel. The office manager will respond to email inquiries or route them to the appropriate
person.
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Financial
The office manager manages petty cash, makes monthly maintenance disbursements, and prepares payroll. The
office manager records office expenditures and manages the office operations portion of the budget.
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General Office
The office manager keeps the office organized and running efficiently. The office manager oversees office
supplies — ordering them as needed — keeps track of inventory, and interviews new vendors. Office equipment
such as fax machines, video projectors used for presentations, phone systems, and copiers fall under the office
manager’s purview. When office equipment fails, the office manager calls repair technicians. The office
manager also maintains office services by organizing office operations and procedures, controlling
correspondence, designing filing systems, and reviewing and approving supply requisitions. The office manager
maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.
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Typical work activities
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Uses a range of office software, including email, spreadsheets and databases.
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Manages filing systems.
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Develops and implements new administrative systems, such as record management.
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Organizes the office layout and maintains supplies of stationery and equipment.
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Maintains the condition of the office and arranges for necessary repairs.
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Oversees the recruitment of new support staff, sometimes including training and induction.
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Delegates work to support staff and manages their workload and output.
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Assigns and monitors clerical functions.
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Designs and implements office policies by establishing standards and procedures, measuring results against
standards, and making necessary adjustments.
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Completes operational requirements by scheduling and assigning employees, and following up on work
results.
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Maintains office staff by recruiting, selecting, orienting, and training employees.
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Qualifications
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One year of experience in office administration OR a bachelor's degree in business administration or a
related field.
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Two years of supervisory experience.
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Experience with various personal computer software applications.
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Application for Position
If you wish to apply for the position of Office Manager, please e-mail a copy of your resume with a cover letter
explaining which position you are applying for and why you are interested in working with ACU to
human.resources@acu-zambia.com. Include the contact information of your pastor and two current or
former work supervisors that we can speak to as references.