Monday, February 15, 2016

Office Manager – Kasama

Typical Reporting Lines
Reports to Operations Manager
Manages and supervises Office Support and Drivers
Purpose of the Job
Arrange travels, maintain inventory and manage the facilities and equipment, based on request, relevant procedures and budgets, in order to ensure cost-conscience and efficient travel arrangements and working environment for staff, consultants and visitors. In Liaison with the SPCO and together with project and administrative staff to ensure timely and compliant procurement of goods and services and tight management of contracts and grants for the Kasama Office.
Key Activities
Logistics Arrangements
  • Arrange accommodations for workshops, client meetings and trainings, submit and arrange formal documents and make travel arrangements. Make travel arrangement for project staff, attend to visitors and manage the office fleet.
  • Cost-conscience and efficient accommodation and travel arrangement for clients, staff, consultants and visitors
Inventory & procurement
  • Keep an inventory list of equipment, assets and means of transport, and the relevant contracts and leases, organize equipment and stationary procurements, coordinate maintenance and replacement when required, in consultation with and with approval of the supervisor and conform the given authorization and (procurement) procedures.
  • Maintain accurate vendor database and ensure supplier compliance to SNV registration requirement
  • Periodically conduct supplier visits in liaison with Senior Procurement and Contracts Officer. Carry out due diligence check on vendors
  • Up to date oversight on inventory and provision of working equipment to the staff
Facility, security and utility Management
  • Ensure maintenance of office, utilities and other properties, coordinate repairs and ensure arrangements for official functions
  • Comfortable and functioning facilities fit for purpose
  • In liaison with the ICT Consultant, ensure maintenance and upgrading of the ICT equipment at the office, perform routine backups and provide support to users and coordinate external ICT , whilst ensuring  conformity to  the SNV corporate ICT guidelines and procedures
Efficient and working ICT equipment in the country
  • To support in the management of office operational expenditure such as water, electricity, security, office maintenance and staff meeting costs in accordance with monthly liquidity plans.
  • Up to date overviews on Administrative related matters and efficient support to Operations Manager
Fleet and Genset  Management
  • To manage office fleet by way of ensuring timely and effective use of fleet for field/project activities and in-town activities. To monitor fuel consumption, wear and tear and mileage so that servicing of fleet is done in time. To be in constant liaison with the service provider for timely servicing of fleet. To monitor genset usage and fuel usage and ensure timely servicing of the same.
  • Fleet and genset always in good working condition
Supervision/management of staff
  • Coordinate activities and distribute work over the office support staff members, coaches and appraises own staff
Good work distribution and motivated workforce
General Support
  • Organising and chairing all office meetings in Kasama where need arises.
  • Representing SNV/ Country Director in all district/provincial meetings in Kasama and surrounding areas and as delegated
  • Ensuring staff absences and leave are enjoyed as approved by line managers
  • Receive all official correspondence addressed to SNV Kasama Office and assign same to relevant officers.
  • Constantly liaising with Country Finance Manager and Country Operations Manager for all Administrative Support
  • Perform any other duties as may be assigned from time to time by supervisor
SNV Requirements
Basic requirements
  • Intermediate vocation working and thinking level with many years of experience
  • OR higher vocation working and thinking level with several years of experience
  • Practical & applied knowledge level
  • Higher Diploma or first Degree in a related field
  • Extensive proven knowledge of procurement practice and procedures
  • At least 3 years in a procurement and contracts post in Zambia
  • Experience with procurement and contracts and general Office administration under UN, EU or US government funded contracts or agreements
How to Apply
Applicants should submit an application letter addressed to the Country Operations Manager with full updated CV, pay rate history for the last three years, three professional references including their email addresses and day contact phone numbers.
Applications indicating the position applied for should be submitted to copy to not later than Monday 22nd February, 2016.
Please do not attach any academic and professional certificates.
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