Office Manager

Specific Responsibilities:

 

Monitoring and Supervision of Operations staff - Front desk & Logistics:

• 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.
• 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 and communicate with IT Manager to ensure that IT support & other administrative tasks (Fixed Assets, Security equipment etc.) are being done as per organization policies & procedures.

Staff House Management & Kitchen Management:

• Ensure cleanliness of staff houses
• Ensure repair and maintenance of staff houses
• Decoration of staff houses
• Supervise in preparing monthly lunch menu
• Ensure timely collection of lunch contribution
• Monitor weekly and monthly income expense statement

Staff Insurance:

• Ensure enrolment of staff for:
• Askari Health and submitting claim documents.
• ACE accidental death insurance
• State Life Insurance Policy.
• Staff Travel Insurance.
• Equipment Insurance.
• EOBI
• Ensure that the above status is updated monthly

Office Maintenance:

• Equipment Checking and Inventory
• Ensure the office and guest house equipment’s are maintained and serviced.
• Air Conditioners
• Generators
• PABX
• FAX
• Photocopier
• Fire Extinguisher
• Contracts and Service agreements are updated for the above.
• Other task related to office repairs and maintenance.

 

Staff Orientation

• Orientation for new staff
• Presentation on organization

Budget Handling

• Prepare the monthly and annual budget requirement for Karachi office for communication and utilities.
• Coordinate with programs and others to obtain budgets and ensure bills are submitted timely to finance dept.
• Management of budget
• Allocation of budget
• Processing of invoices

Communication and Coordination

• Meetings with managers and staff.
• Relation building with other program / department.
• Liaison with other locations.
• Update staff on operations work

Security (Karachi, Thatta and Umarkot Offices):

• Coordination with Office Managers and Security Manager,
• MRP Manager, AD’s DD’s and RR.
• Focal person for sending security alerts and updates to staff (sms, emails and briefing staff on security protocols)
• Coordinate with staff via sms and phone during field travel.
• Security Orientation to staff and visitors
• Ensure all security systems and installations are maintained and functional at all times.
• Emergency Exits checking
• CCTV and alarms & panic switch, smoke detectors, fire  
• Extinguishers, first aid, emergency travel bags for field.
• Liaison with Trakker Company for vehicle movements and password.
• Supervision of security guards, escort and watchmen.
• Conducting surprise visit to the office during weekend and holidays.
• Conduct security drills with all staff.

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

Operations Systems and Audits:

• Implementation of operations Systems at Karachi, as Per ISO and HAP standards
• Focal person for ISO and Internal audits of Operations department, ensuring all audit queries and documents are addressed and updated.
• Visit project office for system implementation and improvements.
• Assist office manager in setting up project and field office when required.
•  Thatta and Umarkot.
• Supervise and coordinate with  Operations staff for routine matters
• Ensure operations staff is following and implementing ISO operations systems.

Others:

• Implementation of operations Systems at Karachi, 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 Karachi Office.
• Must be willing to travel for trainings, meetings and assignments and office visits

 

 

 

 

Job specifications:

 

Qualification/Experience:

• For the post of Office Manager a bachelor’s degree from a recognized university and 05 years of relevant experience is considered necessary.

Skills/Competencies: 

• Good Communication skills
• Good Interpersonal skills
• Good Supervision and Delegation skills
• Ability to take decisions
• Computer skills
• Background ISO quality management systems
• 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, Office Manager must have the confidence, initiative, patience and integrity to work independently.
• The Office Manager is required to follow Organization Accountability Framework and its commitment to the Codes of Conduct practiced by the organization. The Office Manager will ensure his/her commitment to the organization mission and values and for working in accordance to his/her job expectations.