Office Manager

About Progress Consultancy Services

Job Summary

Office Manager will ensure smooth running of the office through oversight of all day-to-day operations in compliance with PCS policy and procedures.

Duties & Responsibilities

Administration:

- Organize and monitor all the administrative services of the offices (office allocations, monitor the cleanings, etc.)
- Monitor the performances of all the administration support staffs (e.g. office cleaners, cooks, guards, etc.) and provide necessary guidance for them
- Provision of stationary for all staffs both at the office and project site
- Receives, controls and file incoming correspondence / communication and copy of the monthly, quarterly and ad-hoc reports submitted to the client
- Provide computer support for all staffs, drafting and typing the needed letters in Dari, Pashto and English
- Translate letters and any other documents from English to Dari and vice versa
- Provide telephone and receptionist services
- Copy and file the certified invoices of the civil work contractor verified by the consultant engineers
- Submission of monthly, quarterly reports to the client after receiving from the Team Leaders
- Coordinate all the administrative tasks between the consultant, civil work contractors and the client

Financial:

- Review and file documents of financial transactions
- Maintain and produce Monthly Financial Reporting for the company from the petty cash
- Ensure all company and projects financial accounts and processes are transparent and accountable
- Maintain an efficient system to monitor all costs and expenses
- Salary payment of all national staffs
- Copy of all bills and filing them at the project

Human Resources Management:

- Prepare job descriptions, ToRs and vacancy Announcements for the vacant positions
- Prepare and draft, on a timely basis, contracts project staff
- Notify management on expiration of the personnel contracts one month in advance prior to expiration
- Maintain individual staff member files (confidentially)
- Supervise all attendance records, absence and vacation leave based on the agreed formats
- Report on all personnel problems to the management and central office
- Approve leave requests in consultation with the project management

Procurement:

- Requisition office supplies
- Prepare monthly procurement plans

Logistics:

- Maintain records of all inventories available at the office
- Label all inventories available at the office
- Prepare disposal documents for all inventory items intended to be disposed and take them out of the inventory
- Monitor loading and unloading of office supplies, furniture and equipment
- Ensures that information, reports, correspondences and other documents are delivered promptly in an efficient manner.
- Take the lead role in developing the security protocols in the office, ensuring compliance by all staff
- Record all the equipments provided by the contractors, the client and the company and generating proper inventory reports

Transportation:

- Record all the vehicles specifications provided by the client (e.g. vehicle type, plate no, etc.)
- Monitor the performances of all the vehicles provided by the client and its maintenances
- Revise and introduce an efficient transportation system for office work
- Ensure that travel arrangements of staff to project sites are made
- Control the vehicle log books based on the km and fuel
- Control and monitor the performances of all the drivers and transport staffs
- Report and certify the required maintenance for all vehicles
- Manage the overall transport pool and assign vehicles based on the needs and requirements

Office Management

- Manage and supervise all logistics and office operations
- Manage and supervise support staff including guards and cleaning staff
- Manage office set up and decoration
- Any other tasks assigned by management

Job Requirements

 University degree in related field (Administration). Relevant experience and another university degree may substitute for the degrees mentioned.
 Excellent communication skills (verbal and written)
 Excellent organizational skills
 Excellent interpersonal skills
 Conflict management skills
 Problem solving skills
 Ability to work both independently and as part of a team
 Ability to create a supportive working relationship with all project teams
 Ability to work under pressure

Submission Guideline

A competitive salary is offered dependent upon experience, qualifications, salary history, and the PCS’s salary scale.

Qualified Afghan applicants are encouraged to submit their resumes with an application letter including a contact number to: vacancies.pcs@gmail.com

The deadline for applications is SEPTEMBER 30, 2010. Only short listed candidates will be contacted for an interview.

Functional Area

Administrative

Countries

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