Office Administrator

Position Overview

Masaka Creamery is seeking a highly organized, reliable, and service-oriented Office Administrator to ensure smooth day-to-day administrative and office operations. The Office Administrator plays a critical role in keeping the organization running efficiently by managing office systems, records, logistics, and administrative support.  This role requires strong attention to detail, integrity, and the ability to work effectively across Deaf and hearing teams. The ideal candidate is proactive, calm under pressure, and maintains order, professionalism, and consistency in the workplace. This role works closely with the HR, Finance, and Operations teams and serves as a key point of coordination within the office.

Key Roles & Responsibilities

The main objectives and responsibilities of the position are to:

Office Operations & Administration

• Manage daily office operations to ensure a well-organized, functional, and professional workplace.
• Maintain office supplies, equipment, and inventory; coordinate procurement and replenishment.
• Ensure office facilities are clean, safe, and well maintained in coordination with service providers.
• Manage shared office spaces, meeting rooms, and administrative schedules.

Documentation & Record Management

• Maintain accurate and well-organized administrative records and files (physical and digital).
• Support HR and Finance with proper filing of employee, vendor, and compliance documents.
• Ensure confidentiality and proper handling of sensitive information.

Administrative Support to Teams

• Provide administrative support to management and department heads as required.
• Assist with preparing documents, reports, correspondence, and internal communications.
• Coordinate meetings, take minutes when required, and follow up on action items.

Performance Management & Discipline

• Own and maintain the company’s performance management framework.
• Support managers in setting expectations, giving feedback, and conducting reviews.
• Manage disciplinary processes including PIPs, warnings, suspensions, and terminations in line with Rwanda Labour Law and company policy.
• Ensure fairness, consistency, and proper documentation in all performance and disciplinary matters.

Front Office & Communication

• Serve as the first point of contact for visitors, vendors, and service providers.
• Manage incoming and outgoing calls, emails, and correspondence professionally.
• Support clear and respectful communication across Deaf and hearing employees, using appropriate tools and support where needed.

Logistics & Coordination

• Coordinate travel arrangements, accommodations, and logistics for staff and visitors when required.
• Support onboarding logistics for new employees (workspace setup, access, materials).
• Assist with event coordination, training, and internal meetings.

Required Qualifications

• Bachelor’s degree in Business Administration, Office Management, or a related field.
• Minimum of 3 years’ experience in an office administration or administrative support role.
• Strong organizational and time-management skills with attention to detail.
• Professional communication skills and strong interpersonal abilities.
• Ability to work respectfully and effectively with Deaf employees and diverse teams.
• High level of integrity, confidentiality, and reliability.
• Proficiency in Microsoft Office (Word, Excel, email) and basic office systems.

Compensation & Working Conditions

• Compensation: To be determined.
• Paid Leave: 18 days annually.
• Work Location: Plot G5, Kigali Special Economic Zone, Kigali, Rwanda.
• Contract: Open-ended.
• Reporting To: HR / Finance Manager
• Expenses: Reimbursement for authorized business-related expenses (transport, airtime, etc.).