Office Manager

Line Management

The Office Manager reports to and works under the supervision of the Head of Operations and Security and Provincial Project Manager.

Key Responsibilities

• Act as procurement and cash management lead to the Lahore office.
• Petty cash management which includes keeping the cash safe, preparation of cash reconciliation, ensuring cash counts are performed as per the policies, submission of cash reconciliation with supporting invoices to Finance team and requesting cash replenishment.
• Handling procurements which includes initiating the procurement request, obtaining quotations, preparation of bid comparison for submission to finance team, issuing purchase orders, receiving goods/services.
• Liaise with Finance team for working advance requests & adjustments
• Liaise with HR department for support staff recruitment, OPD reimbursements, leave balance, final settlement and inpatient insurance at Islamabad office.
• Coordinate with consultants and prepare quarterly workshops forecasting and submit to the Project Manager.
• Assist the project manager in updating the procurement tracker.
• Assist project manager in collecting accurate data on potential expenses for the purpose of forecasting.
• Work to ensure Lahore office facilities are sufficiently scaled to meet the requirements of the technical team.
• Prepare and submit requests for payments (only procurement related) to finance.
• Manage reimbursement claims made by consultants
• Manage the process of assets management which include tagging, recordings in asset register, issuing equipment, carrying out physical inventory checks and sharing quarterly asset reports to the Operations Manager.
• Address consultant’s complaints regarding their district workshops, project vehicles and administrative staff.
• Maintain proper records of all operational documents so they are readily available for internal and external audits.

• Other duties as specified by the Line Manager, Project Manager, and Director and over the course of this assignment these terms of reference may change which could require the staff member to adapt the scope of work and be flexible in the delivery of said work.

Skills and Qualifications Required

• Qualification: Masters in Business Administration, Information Technology, and any other related discipline.
• Experience: 5 to 7 years working experience in office administration, procurement and logistical support, alongside demonstrated experience in financial management including a basic understanding of internal controls and Information Technology.
• Required Skills:
  • Good written and verbal use of the English language (this will be tested during the selection process).
  • Strong interpersonal skills and the ability to build a strong, trusting and productive working relationship with both clients and colleagues.
  • Proficient in MS Office (Word, Excel, Powerpoint, and Outlook) especially in Excel.