Vacancy for an Office Manager at Palladium International
Employment Nigeria
28-Feb-2017
KANO ,
Administrative
Palladium - We work with foundations, investors, governments, corporations, communities and civil society to formulate strategies and implement solutions that generate lasting social, environmental and financial benefits.
POSITION : Office Manager
Description
- Mobilising for Development (M4D) is an innovative governance programme aimed at supporting the improvement of MDG related service delivery and accountability at the local government level in Nigeria. The project works in nine LGAs in three states (Kaduna, Kano, Jigawa) and helps facilitate the inclusion of excluded groups, especially adolescent girls and people with disabilities, in decision-making processes as well as supporting the capacity of policy makers and service providers to respond and be accountable while innovating new and better-fit ways of service delivery and accountability.
- The Office Manager is responsible for organising and coordinating the main project office and state offices operations and procedures in order to ensure organisational effectiveness and efficiency.
- This role will support the Finance and Administration Manager in Kano, and the Palladium International Project Management team in Abuja and London, by providing project data information, ensuring timely, efficient and effective communication and providing efficient in-country logistics.
- Further responsibilities include ensuring compliance with Palladium procedures, arranging meetings and workshops including travel, security and other logistics.
General duties and responsibilities:
- Assist in day-to-day activities related to project administration such as recruitment, procurement, and reporting;
- Organise meetings and workshops. Task will include organising venues, facilities, document preparation, catering and security clearances;
- Organise travel, accommodation and security briefings for project members, Palladium staff, consultants and partners of the M4D;
- Ensure all procurement documents and administration document are appropriately filed with meticulous attention to administrative, technical and commercial procedures on SharePoint;
- Monitor personnel files for national and international consultants, following up on contract expiry and extension dates, recording travel and travel entitlements, checking on completion of TORs and payments;
- Keep contract files including progress monitoring, payment schedules, completion of TORs and acceptance and clearance of deliverables and carry out any other duties according to skills and experience as required;
- Coordinate daily travel with the project drivers;
- Coordinate the collection of data for monthly financial reports and DFID reports;
- Prepare monthly time sheets for all staff and send to Palladium Project Associate in Abuja.
Responsibilities:
- Implement office policies as per the Palladium Operations Manual, where a policy is not provided design processes for the smooth operations of the M4D office and produce amendment drafts for approval and adding to the Manual;
- Work with the Palladium Management team to ensure the Operations Manual is up to date and functioning;
- Organise office operations and procedures;
- Supervise and train office staff on Palladium policies and procedures;
- Maintain office premises (including observing rental terms) operations functionality and equipment;
- Assign and monitor office support functions;
- Help recruit and select office staff;
- Ensure filing systems are maintained and up to date, including SharePoint;
- Comply to procedures for record retention;
- Ensure protection and security of files and records including confidentiality of personal and other sensitive information, including files on the SharePoint system;
- Ensure personnel files are up to date and secure;
- Maintain office efficiency;
- Plan and implement office systems, layout and equipment procurement;
- Maintain and replenish inventory;
- Check stock to determine inventory levels and anticipate needed supplies;
- Verify receipt of supply;
- Liaise on a regular basis with the Security Manager and M4D Security Focal Point for Nigeria on security related issues;
- Review and amend where necessary the international orientation pack as developed by Palladium Abuja and London team
- Perform other related duties as required by Palladium International or line managers.
Qualifications and/or experience required:
- A graduate Degree in Business administration, Human Resources, or similar
- 4-6 years working in the above field
Sorry the application deadline for this job has elapsed
