Office Manager

Climate Fund Managers (CFM) is looking for a dynamic Office Manager who is a self-starter with a proven level of expertise in the coordination, planning and execution of operational and administrative responsibilities.  The primary focus of which is to lead the full office management function for our regional office based in Claremont, South Africa. In addition, the role will work closely with the Operations Manager and further support the Africa Investment and Shared Services teams.

CFM was established in 2015 as a joint venture between the Dutch development bank FMO based in the Netherlands and Sanlam InfraWorks – part of the Sanlam Group of South Africa. Headquartered in The Netherlands, our offices span across the emerging markets we serve, located in Singapore, South Africa, and Colombia.

As one of the leading blended finance investment managers, our business is focused on responding to the climate crisis. We use blended finance structuring to attract public and private capital to invest in high-impact sectors in emerging markets aimed at addressing the thematic areas of climate change mitigation and adaptation, including renewable energy, water and oceans, sustainable land use, and sustainable cities.

Responsibilities

Executive Assistance

• High-level support to Regional Head of Africa Investments and Chief Financial Officer
• Prepare and edit correspondence, reports, and presentations as required

Facilities and Office Management

• Coordinate with landlord with respect to landlord provided services
• Ensure that proper administration and logistical support mechanisms are in place and effectively managed and controlled.
• Ensure day to day office facilities run efficiently, queries and tasks are managed effectively
• Point of contact for general day to day employee and supplier queries
• Conduit for all IT matters, including being the point person for CFM’s IT service partner
• Maintain the service contracts and preferred suppliers list for all equipment/suppliers in the Claremont office and ensure servicing is done on a timely basis (referring to and updating the Operations Manager where appropriate)
• Purchase and maintain general office supplies (i.e., stationery, paper, etc.) maintain inventory and ensure availability of stock
• Procure IT equipment and supplies as required
• Ensure pantry provisions (milk, tea, coffee, fruit etc.) are always in stock and replenished as required
• Manage onboarding / offboarding of all staff in the Claremont office, (including office procedures, health & safety, building access, parking arrangements and IT equipment)
• Manage reception through receiving of goods, deliveries, repairs, and visitors
• Manage the cleaning service. Check daily that all areas of the offices are cleaned to satisfactory standards and ensure availability of cleaning materials
• Take ownership of health and safety of the office i.e., maintaining and updating office health & safety guidelines, risk assessments, organise training, fire evacuation procedures etc. (in conjunction with Operations Manager)
• Assist employees with meeting arrangements including booking meeting rooms, arranging telecoms and organising refreshments
• Inform staff of any new policies and procedures set by the building owner and ensuring adherence

Travel Management

• Managing all aspects of local & international travel for the full team in accordance with required policy and processes using an online booking platform
• Using initiative to effect visa applications, land arrangements, hotel bookings, meetings, etc.
• Reconciliation of all travel expenses, as required
• Back up to CFM travel administrators in different regions, as required

Operations/Administration

• Processing of supplier invoices within budget for approval through CFM’s online expense management system
• Assist with implementation of local procedures which are in place for the office
• Participate and manage ad hoc projects from time to time

Ad hoc events

• Managing all aspects of events for the office and any offsite strategy engagements

Qualifications and Experience

• 3+ years’ experience as an Office Manager within the financial services industry (preferred)
• Ability to apply sound business judgment and an analytical, pragmatic, and creative approach to problem solving
• Ability to plan, manage workload and juggle multiple priorities
• Ability to work comfortably in an open, fast paced environment
• Excellence orientation– superior organisational skills, the motivation to ensure that the highest standards of quality and productivity are consistently maintained (must pay attention to detail and ensure accuracy in their work), and follow-through
• Flexible, dynamic, self-motivated, results driven, and an ability to deal with change
• Comfortable learning new systems, and have a basic understanding of IT support
• Travel booking experience, essential
• MS Office proficient, Outlook, Excel, Word and PowerPoint
• Project/process management
• Fluency in English, written and verbal

Interested?

To apply, please send us your updated resume together with a motivation letter.