Office Manager

GRM is recruiting a Office Manager, to be based in Maputo.

Duties

Office Administration

• Lead in ensuring the smooth operation of the office
• Design, implement and manage office operations, policies and procedures
• Ensure staff compliance with office policies; initiate the process for reviewing these policies when necessary, to fit Ligada specifications. Ensure all updated manuals are circulated to staff
• Develop, manage and oversee relationship with Service Providers (SPs) ensuring value for money and transparency are achieved
• Seek to provide comfortable working environments for staff to promote productivity by efficient management of office space
• Provide support to the Team Leader where necessary

Safety and Security

• Act as the Security Focal Point; liaising with GRM Security Manager to disseminate security updates
• Act as Journey Manager for each travel; maintain constant communication with staff on journeys and while out of State to ensure that travel SOPs are strictly followed
• Develop and maintain visitors welcome pack concerning safety and security issues in coordination with GRM Security Manager
• Procurement of safety equipment for office and office vehicle and carrying out regular checks to confirm safety equipment is still viable and replenish as necessary to ensure safe, healthy working environment
• Liaise with GRM Security Manager (SM) to ensure that all visitors receive security briefings and are in touch with GRM SM in case of emergencies
• Organize regular scenario trainings by GRM SM for staff as required; to train staff on guidelines for conduct while in the field

Human Resource Management

• Lead in the personnel and performance management systems of office support staff: office assistant / office drive / cleaner
• Supervise all office support staff and manage their capacity building - recommend for training / mentoring where necessary
• Design, implement and manage record management systems - Staff Leave; maintain the leave tracker and leave planners
• Maintain the Offline Tracker Planning - input Terms of Reference (ToR) days; flagging up consultants that have run out of allocated days
• Collate approved monthly time-sheets for Long / Short Term consultant / staff; forward to GRM London by 17th of each month
• Support and coordinate the Consultant Engagement Process; liaising with GRM London to streamline the recruitment process and track consultant payments (to update the Personnel Input Tracker)
• Coordinating staff recruitment process
• Manage the initiation and Implementation of Health insurance for Staff
• Support staff induction process for new staff

Financial Support

• Support Output Leads in the preparation of activity budgets; provide realistic cost estimates that will feed into activity budgets
• Participate in internal auditing with Finance and Admin Team
• Maintain CO2 Tracker; update the tracker in drop box by last working day of each month
• Maintain the office petty cash systems; ensuring that vouchers are signed off by the relevant parties and a robust filing structure is in place
• Maintain asset register; collate information from Office Assistant for input into asset register and forward updated register to Management on a monthly basis
• Support the Finance Manager in disbursements/ financial management

Procurement and Acquisition

• Lead in all procurement functions; ensuring that reliable suppliers are patronized, and quotes are analyzed objectively to demonstrate value for money
• Collate and analyze information for Internal Quotation and Evaluation form to identify preferred suppliers
• Develop and regularly update a database of approved suppliers; ensuring quality control and fool proof monitoring systems for all purchases; liaise with GRM projects and GRM corporate to identify recommended suppliers
• Manage negotiations with hotels, tracking payments, making recommendations and demonstrating value for money. Creating a database of assessed, approved and negotiated hotels

Requisites

• Minimum 3 years’ experience working as an administrator with an International Donor Organisation or Int. NGO
• Minimum of 3 years managing a busy office
• Degree in Management or similar discipline
• 2 years’ experience working with logistics, and procurement
• Experience working with financial systems
• Hands on experience of asset management and record keeping
• Independent, self-driven and able to multi-task while maintaining the required level of attention to detail
• Fluency in Portuguese and English

Notes

• Only short listed applicants will be contacted
• Kindly reference the source of this job post: emprego.co.mz

How to Apply

1. Documentation

• Cover Letter
• Curriculum Vitae
• References

2. Application

• Send an email to lorence.gratrix@grminternational.com with the subject line "Office Manager"