Office Manager

Job Summary

 The Office Manager to the Namibia General Manager acts as trusted manager, proxy administrator, implementer, counsellor, and gatekeeper. They work closely with the General Manager to ensure the smooth functioning of the office and increase the General Manager's bandwidth across the country / company. The Office Manager manages a team and may have direct reports from other executives. Their role involves expressing the General Managers’ point of view, providing daily progress updates, and convincing the top team for strategic initiatives and discussions. The Office Manager plays a critical role in ensuring the smooth operation of Azule Energy’s Namibia office environment. This position is responsible for managing administrative functions, coordinating facilities and vendor services, supporting internal teams, and contributing to operational efficiency and compliance.

Key Accountabilities & Responsibilities

• Expressing the General Manager's Point of View: The Office Manager is responsible for accurately representing the General Manager's perspective and ensuring that their vision and goals are effectively communicated throughout the organization.
• Increasing General Manager's Bandwidth: The Office Manager plays a crucial role in increasing the General Manager's capacity to focus on strategic initiatives through appropriate involvement in day-to-day operations, budget, and administration of high-level personnel changes.
• Proxy Administrator: The Office Manager may act as a proxy for the General Manager, communicating and acting on their behalf in internal and even external settings. They ensure follow-through on key strategic initiatives and provide daily progress updates to the General Manager.
• Implementer: The Office Manager may be responsible for implementing and coordinating one or more cross-cutting strategic initiatives within the office / organization. They work closely with the General Manager's top team to ensure alignment and progress.
• Counsellor: The Office Manager serves as a trusted advisor to the General Manager, providing thought leadership and offering advice on various issues. They assist the General Manager in preparing for meetings, running their office, and ensuring that the top team works together effectively.
• Gatekeeper: The Office Manager protects the General Manager's time by shielding them from unnecessary or premature conversations. They manage the General Manager's calendar and determine the individuals and priorities that receive attention.
• Managing Relationships: The Office Manager is responsible for managing relationships with external partners and stakeholders. They work closely with the General Manager's top team and coordinate within and across business units to ensure smooth functioning of the office / organization.
• Administrative and Operational Support: The Office Manager assists the General Manager in managing their agenda, coordinating communications, and administering performance management dialogues. They may also play a role in drafting materials for investor conferences and coordinating logistics for annual offsite meetings, preparation of Committees and board meetings materials with the Azule Leadership. They also Coordinate with the IT department to make sure all office equipment is up to date and working at maximum capacity

KPIs

N/A

Framework, Boundaries & Decision Making

• The Office Manager operates within the framework of Azule Energy’s internal policies, procedures, and compliance standards. While the role allows for autonomy in managing daily office operations, decision-making is guided by established protocols and budgetary constraints.

Main Interfaces

• Azule CEO, Directors, External Stakeholders, Board Members and Shareholders.

Requirements

• The Office Manager should possess excellent communication and organizational skills to effectively convey the General Manager's point of view, manage a team, and coordinate various initiatives.
• Strategic Thinking: Should have a strategic mindset and the ability to think critically and analytically. Should be able to provide thought leadership and offer valuable insights to the General Manager.
• Relationship Building: Should have strong relationship-building skills to gain and maintain the trust and respect of senior executives and key external stakeholders. Should be able to build coalitions and align stakeholders across the organization.
• Leadership and Influence: Should possess strong leadership and influence skills to effectively manage a team, facilitate General Manager meetings, and resolve conflicts. Should be able to inspire high-performing teams and lead others without direct authority.
• Attention to Detail: Should have a keen attention to detail to ensure that all administrative and operational tasks are executed efficiently
• Good understanding of the organization's operations, culture, and strategic priorities.
• Strong Communications Skills, both verbal and writing in English and Portuguese.
• Time Management
• Organizational Skills
• Critical Thinking
• Problem Solving

Experience

• 8+ Years of experience in a leadership role, preferably within the company or industry.

Working conditions

• Working conditions are typically indoors, travel requirements, flexible working hours (overtime) may be required.

Location 

• Namibia Office