Office Manager

Job Summary:

The purpose of the position is to ensure that PSCSEC functions effectively, including, administration, reception, travel, office and facilities management, HR and OHS administration and quality coordination.

Duties & Responsibilities:

Reporting to the Executive Director of the PSCSEC, the key responsibilities and accountabilities of the Office Manager are outlined as follows:
Administration
• Leads and manages the Administration function, including the following.
- Mail, faxes, filing, procurement of office supplies, office cleanliness, meeting room preparation and general systems maintenance.
- Phones, mail and couriers and attendance register.
- Travel coordination.
- Driver/ transport function.
- Formatting, document control, templates, binding/ copying, web sites and corporate stationery in conjunction with Group directives
Facilities Management
• Management of all aspects of office accommodation and facilities, including:
- liaising with senior management in allocating office space for new appointments;
- arranging for new or changing office fixtures and fit out;
- after hours access procedures; and
- general office maintenance.
HR Administration
• Drafting of relevant correspondence and documentation (eg letters of appointment, promotion, demotion, termination letters etc).
• Maintaining employee files (including filing).
• Relaying HR policy and procedure to staff as required.
• Update training records.
• Tracking of completed appraisals.
• Co-ordinate inductions / follow up.
IT Coordination and Support
• Ensure provision of IT hard and software for all new starters.
• Provide first level IT supports for office staff.
Quality System Coordination
• Inform staff of any major changes to policies and procedures.
• Undertake additional duties as may be reasonably required.
Professional Conduct
• Comply with personal legal liabilities and fiduciary requirements of diligence and care in carrying out the duties of the PSCSEC.
• Act honestly in all the affairs of the PSCSEC.
• KEY RESULT AREAS
• Quality, professional and timely administration and reception service.
• Efficient office and facilities management.
• Effective coordination of HR and OHS administrative functions.
• Effective Quality System coordination.

Job Requirement:

Education
• Qualifications in Administrative Management or Human Resource Management.
Experience:
• Extensive and progressively responsible administrative and office management experience.
• Demonstrated experience in human resources administration.
• Proven experience in the use of word processing, spreadsheet, database and electronic scheduling software.
Knowledge:
• Sound knowledge of human resource principles.
• Familiar with general office procedures and equipment.
• Knowledge of Microsoft Word, Excel, Access, PowerPoint and Outlook software.
• An understanding of performance standards and cultural issues appropriate to developing countries is desirable.
Personal Skills and Abilities:
• Exceptional interpersonal communication, relationship building and networking skills.
• Ability to communicate with persons of various cultures and disciplines.
• Excellent written communication skills.
• Ability to work in a dynamic and responsive environment.
• Ability to work under pressure and respond to multiple tasks.
• Ability to give solution oriented advice and assistance to staff, clients and stakeholders.
• Ability to allocate and review priorities and meet deadlines.
• Ability to work in a team environment.
• Ability to communicate in English, Dari and Pashto preferred.
• Professional presentation and approach.

Job Location: