Senior Office Manager at Creative Associates International

Job Summary

• The Sr. Office Manager will perform a broad range of operations, logistics and office management duties.
• The Sr. 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.

Essential Duties:

• Provide leadership of overall property management and inventory control, reports, custody control documents and reconciliation of both expendable and non-expendable inventory, including data entry to SharePoint, oversight of spot checks/verification, and more according to USAID rules and regulations.
• Conduct cycle inventory reconciliation and conduct planned inventory exercise maintain and updating the assts inventory records for the project.
• Management of assets and property including up-dating master property register, tracking of property movements, maintenance of all office supplies and equipment and scheduling of repairs and replacement.
• Coordinating internal and external meetings and training for the project. This may include booking venues and refreshments, coordinating invitations and schedules.
• Manage the project vehicles by supervising its usage allocation, repairs, services, and maintenance. Prepare and submit relevant vehicle reports including movement, monthly fuel consumption and maintenance.
• Coordinate all logistical support for staff, international staff, STTAs and Consultants including transport and other travel requirements, hotel accommodation etc.
• Management of Vehicle Pool and Transportation: Organize the allocation and daily availability of vehicle(s) and establish tools for vehicle follow-up (logbooks, vehicle booking process etc)
• Controls store inventory levels by conducting physical checking and counts with timely reporting on stock status to project for stock replenishment.
• 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
• 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 to 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 alerting the service company.
• 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 Operations Manager.

Qualifications

Minimum Required Education & Experience, Skills and Abilities

• BA/BS degree required, and MA/MS degree desired.
• Undergraduate degree in business administration, management, or related field required, Master’s degree preferred. 
• At least 8 years of prior work experience including at least 5+ years of specific experience in office management/administration.
• Must have at least 4+ years of direct 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.