Office Manager at Creative Associates International

The Office Manager will perform a broad range of clerical, secretarial, operations, office management, and reception duties. The Office Manager will be responsible for intra-office communication, office building/supply management, streamlining administrative and operational procedures, inventory control maintenance/management, and staff supervision.

REPORTING & SUPERVISION

The Office Manager will report to the Senior Manager – Operations.

Primary Responsibilities

• Work with the Senior Operations Manager to:
  • Manage expendable/non-expendable inventory, including data entry to SharePoint, oversight of spot checks/verification, and more
  • Establish and oversee hardcopy file retention guidelines and office administrative systems
  • Book transport and accommodation for STTA/visitors
• Coordinates the planning and organization of meetings and workshops.
• Manage logistics, catering, and bookings
• Handle all email, mail and phone general inquiries and requests for information and materials.
• Provide day-to-day support to staff in general office operations and identify future needs.
• Ensure timely welcome services, store management and other support services for staff and visitors.
• Controls store inventory levels by conducting physical checking and counts.
• Liaise with IT Manager to ensure staff and office IT infrastructure is established and fully functional
• Maintain employee telephone lists, Project Operations Guide, desk/office assignments, and floor map.
• Liaise with building landlord as required for premise management and maintenance
• Order office supplies and inventory as required
• Coordinate travel arrangements, arrange hotel bookings and coordinate car hire pick ups
• Assist staff with mailing projects and provide support as needed
• Organize the schedule of vehicle movements and allocate drivers to programs for all field activities
• Preparing of duty roaster for car hire drivers
• Collate all used log sheets from car vendor, with invoices and request for payment to process payment for each month
• Manage the monitoring diesel consumption of generators ensure diesel for generator doesn’t go below buffer stock level
• Manage the monitoring and reporting generator preventive and maintenance due hours with a view to alert the service company.
• Ensure that vehicles and all equipment are in good conditions and liaise drivers about necessary repairs and improvements as necessary
• Establish and maintain a well-functioning logistics support operation for the office – effective coordination and use of vehicles.
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
• Perform any other project related duties as specified by the Senior Manager Operations.

Qualifications

Required Skills & Qualifications:

• Undergraduate degree in business administration, management, or related field required, Master’s degree preferred.
• At least six years’ experience relevant to this position required, with at least four years of years of experience in office management/administration.
• At least three years of supervisory experience with groups or teams of staff required.
• Knowledgeable about USAID Rules and Regulations, previous experience working on USAID-funded projects preferred.
• Strong knowledge of USG 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.
• Proficiency with MS Office Suite including Excel and Word;
• Advanced knowledge of Spoken and Written English required.