Office Manager at Damien Foundation

Organizational Unit: Administrative Department
Contract Term: Full-time Position, 1-Year Fixed term contract (possible renewal)

Duties and Responsibilities
Main Duties:

• Over all office management tasks.
• Plan, manage, coordinate and provide guidance for DFB/GFATM staff.
• Ensure a good recording of data’s in the project office in coordination with DFB Administrative staff and other units.
• Arranging travel, meetings and appointments
• Reporting to management and update DFB Rep/MA of office activities, planning and implementations
• Attend meetings and make field visits to DFB implementing activities when required.
• Representing DFB vis-à-vis local communities and authorities, NGOs, international institutions in the absence of DFB Representative or when requested.
• Responsible for all payments of electricity, telephone bills, internet, diesel, other overheads etc. In coordination with DFB accountant.
• Ensuring availability of all supporting documents for audit and for review purposes

Human Resource:

• Arrange human resources vacations in coordination with DFB Rep/MA.
• Prepares timesheet and attendance tally with schedules preparation for monthly payment of salary
• Supervising and monitoring the staff activities
• Discussing problems with staff and finding solutions
• Ensure staff follows and Implement the organization’s policies.

PSM (In the Absence of Procurement Specialist):

• Plan the timely procurement of project or office resources in coordination with Procurement Committee
• Supports the project requisitions/procurement processes and sourcing strategies.
• Define with requesting entity the best way of providing goods, works and services, including procurement deadlines for each stage.
• Review of requisitions for completeness and adequacy of technical specifications;
• Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report or relevant certificates and that proper inventory is taken
• Direct the utilization of resources following the approved procedures
• Control and account for the utilizations of the resources.
• Responsible for all office logistics aspects and vehicles movements
• Any other tasks requested by Supervisor/ Any other work as may be assigned by DFB Country
• Representative or/and other appropriate officers.

Education / Experience

• Applicants must have a University Degree / HND in Business Administration and Management or in any of the related field.
• Experience: 2 – 5 years working on TB projects
• CIPM/NIM/Master in Management related field will be an added advantage.
• Experience in working experience with Global Fund projects or any other donor funded programs is desirable.
• Competency in the use of Microsoft office Application
• Applicant’s experience must reflect the knowledge, skills and abilities listed above.

Skills:

• Self-motivated and pro-active
• Strong time management skills
• Able to manage and prioritize workload
• Strong communication skills, both written and verbal
• Strong team player.