Office Manager at Creative Associates International

ID: 2020-1208
Category: Administrative/Office Support

Overview

• Creative Associates seeks an Office Manager for an anticipated regional project in West Africa.
• The Office Manager will be responsible for overseeing areas of human resources and operations out of Nigeria.
• S/he will organize and coordinate office operations procedures to optimize program effectiveness and efficiency.
• S/he will lead Human Resources (HR) practices and objectives that will foster a high-performance team culture that emphasizes employee engagement, performance management, and the recruitment and ongoing professional development of project staff. 
• The Office Manager will be responsible for intra-office communication, streamlining administrative and operational procedures, inventory control management, and staff supervision.
• The Office Manager is also responsible for the maintenance of processes and metrics that support the achievement of the project’s goals which includes ensuring compliance with Creative and donor/client human resources policies, procedures, and regulations.

Project Summary

• Creative Associates International (Creative) will be implementing an anticipated regional project - Reacting to Early Warning and Response Data in West Africa II (REWARD II) - to (1) provide capacity building to the Economic Community of West African States’ (ECOWAS) National Centers for the Coordination of Response Mechanisms (NCCRMs) to enhance conflict early warning and response systems; and (2) support national and local stakeholders in five countries to mitigate electoral conflict triggers before they escalate into violence.

Reporting and Supervision:

• The Office Manager will report to the Chief of Party (COP), located in Abuja, Nigeria.

 Responsibilities

• Ensure program operations, workplans and activities in target countries are in alignment with established project policies and expectations; maintaining constant communication and coordination with COP;
• Compile and review budgets, solicited quotations, negotiations, and analysis to recommend vendors for delivery of goods and materials to grantees; oversee delivery and tracking of procurement and inventory;
• Manage HR office operations ensuring compliance with Creative and client HR rules and regulations;
• Lead the full-cycle recruitment process including finalization of job descriptions, advertisement of vacancies, review of applicants, scheduling and conducting interviews alongside project senior management, checking candidate references, and collecting new hire documents;
• Onboard new project hires;
• Manage employee benefits enrollment and ensure all inquiries and challenges faced by employees regarding their insurances are handled;
• Coordinate the performance evaluation process;
• Provide information and advice to project staff regarding HR policies and procedures;
• Coordinate staff training and establish staff development plans based on staff appraisals and evaluations;
• Receive and log grievances or complaints from employees;
• Consult with HQ HR Operations Manager and legal counsel regarding difficult cases and provide recommended solutions prior to forwarding complaints to management for review;
• Provide oversight related to the updating of personnel files and other related HR documents including employment agreements, amendments, timesheets, calendar holidays and leave;
• Provide information as required by Compliance Officers/Auditors during audits; and
• Perform other duties as assigned.

Qualifications

• Bachelor's Degree in Human Resources, Business Administration, or a related field;
• At least six (6) years of HR and operations experience and eight (8) years of general work experience;
• Experience working on USAID or similar internationally funded programs;
• Strong knowledge of U.S. Government procurement rules and regulations;
• Strong ability to use and develop management and tracking systems;
• Excellent communication and interpersonal skills.
• Excellent record-keeping and documentation skills;
• Demonstrated knowledge of Nigerian local labor law;
• Proficiency with Microsoft Office; and
• Fluency in English is required; Fluency in French is desired.