Office Manager, Africa Regional Office at BRAC

Key Responsibilities:

• Organise office operations and procedures.
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
• IT responsibility including management of software and hardware, liaising with IT suppliers and vendors to ensure IT is operating effectively at the Regional Office
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, office systems and general working environment.
• Act as point person between the landlord and the Regional Office for any issues related to the office buildings.
• Engage suppliers for any contractual work that needs to be undertaken at the Regional Office
• Organize maintenance companies to keep the office clean and safe and ensure its appliances are in good working order.
• Take a lead role on procurement at the Regional Office, coordinating in a timely manner with the various departments.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Manage preferred supplier lists, contract and price negotiations with office and programme vendors, service providers, and office lease.
• Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
• Work with Finance team to ensure appropriate asset tracking procedures are in place
• Provide general support to visitors
• Request the issuance of visas by contacting the appropriate Embassy and prepare supporting travel documents for staff travelling internationally
• Provide administrative support for the organisation of seminars, meetings, workshops, conferences, and training sessions taking place at the Regional Office
• Manage the administration of the Regional Office including the booking of flights, hotels, airport pick-ups and other logistics
• Provide joint reception duties with the Executive Assistant
• Any other duty as may be assigned.

Safeguarding:

• Read, understand, practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Educational Requirements:

• At least bachelor’s degree - Development studies/English/Business Administration or other relevant field

Required Competencies:

• Sound knowledge in Microsoft Word, Excel and PowerPoint E-mail and Internet
• Ability to prioritize and multi-task in a fast paced environment
• Ability to interface smoothly and effectively among variety of high level internal and external staff
• Proactive and independent
• Excellent interpersonal skills
• Time management skills
• Proficiency in written and verbal communication skills English

Experience Requirements:

• 3-4 years of experience in Office Management, Administration and Support and Procurement from any reputed organisation preferably in a multinational company or NGO.