Office Manager at Institute of Science and Technology Yenagoa

PURPOSE OF THE POSITION
The Office Manager is responsible organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

SCOPE
The Office Manager reports to the President and is responsible for providing office management services to the Organization. This includes maintaining office services and efficiency, supervising office staff and maintaining office records.

RESPONSIBILITIES

•     Maintain Office Services
•     Design and implement office policies
•     Establish standards and procedures
•     Organize office operations and procedures
•     Supervise office staff
•     Monitor and record long distance phone calls
•     Prepare time sheets
•     Control correspondences
•     Review and approve supply requisitions
•     Liaise with other agencies, organizations and groups
•     Update organizational memberships
•     Maintain office equipment
•     Supervise Office Staff
•     Assign and monitor clerical and secretarial functions
•     Recruit and select office staff
•     Orient and train employees
•     Provide on the job and other training opportunities
•     Supervise staff
•     Evaluate staff performance
•     Coaching and disciplining staff
•     Maintain office records
•     Design filing systems
•     Ensure filing systems are maintained and up to date
•     Define procedures for record retention
•     Ensure protection and security of files and records
•     Ensure effective transfer o files and records
•     Transfer and dispose records according to retention schedules and policies
•     Ensure personnel files are up to date and secure
•     Maintain office efficiency
•     Plan and implement office systems, layout and equipment procurement
•     Maintain and replenish inventory
•     Check stock to determine inventory levels
•     Anticipate needed supplies
•     Verify receipt of supply
•     Perform other related duties as required

Skills
The incumbent must demonstrate the following skills:

•     excellent interpersonal skills
•     team building skills
•     analytical and problem solving skills
•     decision making skills
•     effective verbal and listening communications skills
•     attention to detail and high level of accuracy
•     very effective organizational skills
•     effective written communications skills

WORKING CONDITIONS

Physical Demands

• The Office Manager will spend long hours sitting and using office equipment and computers, which can cause muscle strain. The Office Manager will also have to do some lifting of supplies and materials from time to time.
• (Conditions that may lead to mental or emotional fatigue)
• There are a number of deadlines associated with this position, which may cause significant stress.
• The incumbent must also deal with a wide variety of people on various issues.

QUALIFICATIONS:

• A Bachelor’s degree or its equivalent preferred.
• A Minimum of 3 years working experience at a managerial level required.