Office Manager
Job Description:
Monitoring and Supervision of staff
Operations staff (Front desk)
Ensure attendance record are updated and circulated on monthly basis.Ensure outgoing and incoming mails are proper recorded and distributed.Ensure front desk area and lobby are maintained.Operations Staff (Logistics)
Ensure that duties are properly assigned to driversEnsure Vehicles are in good condition.Ensure repair and maintenance of vehicleEnsure that files are up to dateEnsure adequate supply of stationery and equipment.Coordinate with IT Officer at Islamabad office to ensure that IT support & other administrative tasks (Fixed Assets, Security equipment etc.) are being done as per Organization policies & procedures.Staff House Management
Ensure cleanliness of staff housesEnsure repair and maintenance of staff housesDecoration of staff housesStaff orientation
Introduce to staffOffice tourBenefit informationPresentation on OrgranizationKitchen Management
Prepare monthly lunch menuCollection of lunch contributionIncome expense statementBudget Handling
Prepare budget for Islamabad office.Coordinate with Programme on office running costManagement of budgetAllocation of budgetProcessing of invoicesPetty Cash
Analyze receipt for money spentBalancing the cashPosting the journal entries/ Expense sheetReplenishing the moneyCommunication and Coordination
Staff meetingsManager meetingIndividual meetingsRelation buildingLiaison with other locationsUpdate staff on operations workHouse Keeping
Supervision and checking the cleanlinessControl over all keys of office and staff housesEnsure proper discipline of house keeperEnsure property, facilities and equipments remain in good repair and appearanceMaintain a clean and attractive office including floors, windows, walls, desks and filesMake recommendations on replacement, additions or deletions of facilitiesSecurity
Co-ordination with External Affairs Manager.Coordinate with security department on Security drill for Office and Support staff (Quarterly)Check Security measures and their implementation according to Organization Policy & procedures.Supervise staff for Security and updates & checking on GuardsEnsure that security protocols are being followed by Staff and Support staff.Sending Security Alerts and updates to staff (sms, emails and briefing staff)Others
Implementation of operations Systems at Islamabad, as Per ISO and HAP standardsEnsure a healthy environment and promote desired organizational culture.Ensure that organizational policies are adhering to.Responsible to make sure that the office equipment are used efficiently, and only for official purposesResolve dispute in the office.Insure cost cutting measures and utilization of overall resources in the most effective and economic manner for Islamabad Office.Must be willing to travel for trainings, meetings and assignments and office visits Any other task assigned by the Regional Representative/ DD/ AD/ Operations Manager and Asst. Operations Manager.Relevant Experience:
For the post of Office Manager a bachelor’s degree from a recognized university and 02 years of relevant experience is considered necessary.Good Communication skillsGood Interpersonal skillsAbility to take decisionsComputer skillsMust have high degree of patience and understandingGood English & Urdu are essential.The Office Manager must be tolerant and sensitive to needs of religious and ethnic minorities, women and the poor.In the absence of the supervisors, the Office Manager must have the confidence, initiative, patience and integrity to work independently.The Office Manger is required to adhere the Codes of Conduct practised by Organization and its commitment to the Humanitarian Accountability Framework (HAF).View the original article here
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