• Application Deadline: Thu, 28 Dec 2023 00:00:00 GMT
• Position: Senior Office Manager


• Job Type Full Time


• Qualification BA/BSc/HND , MBA/MSc/MA


• Experience 8 - 10 years


• Location Abuja


• Job Field Administration / Secretarial  , NGO/Non-Profit 
  

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.