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Office Manager

Posted 5 months ago by GIZ
Location Baghdad Job Type Permanent
Salary Sector Administration

 

The Office Manager is
  • responsible for the overall administrative coordination of the office team
  • providing administrative services for the project office
  • meeting the administrative needs of the office independently, with a minimum of intervention
  • ensuring that financial and administrative regulations are complied

Tasks

Coordination The Office Manager
  • reminds, updates and notifies the Country Director of daily appointments
  • prepares and organises information materials for the Country Director and/or meetings
  • manages incoming and outgoing correspondence (post, fax, email) and prioritises and organises it
  • photocopies and scans documents as needed
  • organises and coordinates the Country Director ́s schedule
  • ensures that information is exchanged between office staff, partners and other institutions
  • prepares routine correspondence requested by the Country Director
  • assists the Country Director in meetings and in the day-to-day implementation of the project
  • supports carrying out the daily communications on behalf of the Country Director
  • Follows up the calendar, makes appointments and calendar entry for the Country Director

Administration The Office Manager
  • is responsible for overseeing organisation of administrative and logistical aspects of office (meetings, workshops, travels, trainings etc.)
  • coordinates with the GIZ office on the mode of service delivery
  • is responsible for filing documents in reference files or in DMS in line with GIZ’s filing rules
  • manages confidential files, specifically in the areas of personnel and project administration
  • ensures the bookkeeping of the project
  • prepares contracts under 2.500 EUR and prepares documentation for contracts
  • organizes and administrates travels and hotel bookings and prepares travel claims
  • files documents in reference files in line with GIZ’s filing rules

Finance and accounting The Office Manager
  • Prepares monthly accounting and financial plans of the Project Office
  • Assists in monitoring financial development of projects
  • responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers,
  • checks travel expense statements of staff for approval by the superior,
  • follows up of the invoices from the third parties,
  • is responsible to support for the correspondence related with financial matters.
 
 
Other duties/additional tasks The Office Manager
  • performs other duties and tasks at the request of management

Required qualifications, experiences and competences
  • secondary school education
  • certificate/diploma or similar qualification from a recognised clerical college, preferably in the field of business administration, human resources, business management or communication

Professional experience
  • At least 3 years’ professional experience in a comparable position

Other knowledge, additional competences
  • good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • very good knowledge of English, ideally a knowledge of German
  • good management and organisational skills
  • good communication skills
  • customer and service-oriented attitude
  • reporting skills in English and preferably German
  • willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with the Programme Manager in the yearly Assessment.

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