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 Job Description:

Monitoring and Supervision of staff

Operations staff (Front desk)

  • Ensure attendance record are updated and circulated on monthly basis.
  • Ensure outgoing and incoming mails are proper recorded and distributed.
  • Ensure front desk area and lobby are maintained.

Operations Staff (Logistics)        

  • Ensure that duties are properly assigned to drivers
  • Ensure Vehicles are in good condition.
  • Ensure repair and maintenance of vehicle
  • Ensure that files are up to date
  • Ensure adequate supply of stationery and equipment.
  • Coordinate with IT Officer at Islamabad office to ensure that IT support & other administrative tasks (Fixed Assets, Security equipment etc.) are being done as per Organization policies & procedures.                         

Staff House Management

  • Ensure cleanliness of staff houses
  • Ensure repair and maintenance of staff houses
  • Decoration of staff houses

Staff orientation

  • Introduce to staff
  • Office tour
  • Benefit information
  • Presentation on Orgranization

Kitchen Management

  •  Prepare monthly lunch menu
  • Collection of lunch contribution
  • Income expense statement     

Budget Handling

  • Prepare budget for Islamabad office.
  • Coordinate with Programme on office running cost
  • Management of budget
  • Allocation of budget
  • Processing of invoices    

Petty Cash   

  • Analyze receipt for money spent
  • Balancing the cash
  • Posting the journal entries/ Expense sheet
  • Replenishing the money

Communication and Coordination

  • Staff meetings
  • Manager meeting
  • Individual meetings
  • Relation building
  • Liaison with other locations
  • Update staff on operations work

House Keeping

  • Supervision and checking the cleanliness
  • Control over all keys of office and staff houses
  • Ensure proper discipline of house keeper
  • Ensure property, facilities and equipments remain in good repair and appearance
  • Maintain a clean and attractive office including floors, windows, walls, desks and files
  • Make recommendations on replacement, additions or deletions of facilities

Security

  • Co-ordination with External Affairs Manager.
  • Coordinate with security department on Security drill for Office and Support staff (Quarterly)
  • Check Security measures and their implementation according to Organization Policy & procedures.
  • Supervise staff for Security and updates & checking on Guards
  • Ensure that security protocols are being followed by Staff and Support staff.
  • Sending Security Alerts and updates to staff (sms, emails and briefing staff)

Others

  • Implementation of operations Systems at Islamabad, as Per ISO and HAP standards
  • Ensure a healthy environment and promote desired organizational culture.
  • Ensure that organizational policies are adhering to.
  • Responsible to make sure that the office equipment are used efficiently, and only for official purposes
  • Resolve dispute in the office.
  • Insure cost cutting measures and utilization of overall resources in the most effective and economic manner for Islamabad Office.
  • Must be willing to travel for trainings, meetings and assignments and office visits                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                              
  • Any other task assigned by the Regional Representative/ DD/ AD/ Operations Manager and Asst. Operations Manager.

Relevant Experience:

  • For the post of Office Manager a bachelor’s degree from a recognized university and 02 years of relevant experience is considered necessary.
  • Good Communication skills
  • Good Interpersonal skills
  • Ability to take decisions
  • Computer skills
  • Must have high degree of patience and understanding
  • Good English & Urdu are essential.
  • The Office Manager must be tolerant and sensitive to needs of religious and ethnic minorities, women and the poor.
  • In the absence of the supervisors, the Office Manager must have the confidence, initiative, patience and integrity to work independently.
  • The Office Manger is required to adhere the Codes of Conduct practised by Organization and its commitment to the Humanitarian Accountability Framework (HAF). 




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