Heifer International recrute pour ce poste (23 Août 2021)

Heifer International est un employeur qui respecte l’égalité des chances.  Tous les candidats qualifiés seront pris en considération pour un emploi sans considération de race, de religion, de couleur, d’origine nationale, de sexe, d’identité de genre, d’orientation sexuelle, d’âge, de statut d’ancien combattant protégé, entre autres, ou de statut de personne handicapée.

FUNCTION

The Office Operations Manager position is responsible for the office operations of the Heifer Regional office.  This position is responsible for providing oversight of all operational and administrative activities of the office, including travels, events, procurement, insurance, logistics, facility management and fleet management.   This position will ensure that policies and procedures in all the areas are in place and followed, for the smooth running of the office.  This position will be both external and internal facing, thus excellent customer service is essential to success. This position requires a high degree of discernment for complex decision making, to ensure both compliance and operational efficiency. The Office Manager will report to the People Director – Africa.

ESSENTIAL CHARACTER TRAITS:

Customer focus, ability to analyze and assess, ability to solve problems and make good decisions, planning and organizing.

RESPONSIBILITIES AND DELIVERABLES

(Including approximate percentage effort)

Executive Assistant; Administration to the Senior Vice President (30%)

1. Provide general administrative support to the SVP and other employees, as needed within the organization
2. Schedule, manage, and capture minutes during board / committee meetings. Produce well-written and accurate minutes with minimal editing and / or review.

• Act as primary liaison and generalist leader across core operational items including annual audit, government registrations, certifications, insurance, IT systems, and HR administration.

1. Manage information flow in a timely and accurate manner
2. Manage executives’ calendars and set up meetings
3. Make travel and accommodation arrangements.

• Rack daily expenses and prepare weekly, monthly or quarterly reports.

Office Administration and Operations (30%)

1. Provide support on various administrative issues to ensure efficient and effective running on day-to-day operations.
2. Ensure seamless organization/ execution of office operation procedures.

• Ensure excellent interface and support to visitors.

1. Manage off-line correspondences and ensure accurate information is communicated to the proper persons.
2. Design filing system that supports the seamless operation of the office, including record retention, disposal and retrieval.
3. Actively participate in the planning and execution of regional/ organizational events.

• Identify opportunities for process and office management improvements and implement new systems.
• Ensure maintenance of a robust and updated asset management register.

1. Ensure all required utilities are provided timely and there are no service disruptions.
2. Manage office supplies and ensure efficient usage.
3. Ensure that assets of the organization are properly insured.

• Ensure the provision of logistics support to the office when required.
• Efficient management of the fleet of the Regional Office.

Procurement (20%)

1. Prepare and plan for the purchase of equipment, services and supplies.
2. Follow and enforce organizational procurement policies and procedures.

• Review, compare, analyze products and services to be purchased.

1. Coordinate the work of the regional procurement committee and associated documentation.
2. Ensure that all procured items are of high quality and fit for purpose.
3. Manage inventories and maintain accurate purchase and pricing records.

• Maintain and update supplier information such as qualifications and product ranges.
• Maintain good supplier relations and assist with contracting.

1. Research and evaluate prospective suppliers.

Financial (15%)

1. Process payment (invoices) for all procured items.
2. Monitor and record all expenses, as appropriate.

• Prepare expense reports as required.

1. Efficiently manage the administrative budget.
2. Manage office petty cash (if any)

 

Any Other Assigned Function (5%)         

1. May perform other job-related duties as assigned.

Minimum Requirements

Bachelor’s degree from a recognized university or equivalent in Social Sciences or Business Administration, plus 7 years’ experience managing complex office/administrative operations. Excellent written and verbal communication skills. Proficient in Microsoft Office Suite.

 

Preferred Requirements

Procurement and Project Management certification

 

Most Critical Proficiencies

1. Proven office management and administrative experience.
2. Strong negotiation skills.
3. Strong writing and editing skills.
4. Excellent time management skills and ability to multi-task and prioritize work.
5. Problem-solving skills.
6. Experienced in inventory control and supply chain management.
7. Project management skills
8. Excellent organizational skills including strong attention to detail.
9. Must be a self-starter and driven

Essential Job Functions and Physical Demands

1. Excellent interpersonal skills with the ability to work cooperatively and tactfully with a diverse group of people.
2. May require constant sitting and moving, working at a computer for extended periods of time, as well as occasional bending and lifting.
3. Outstanding English writing skills and oral communication skills are essential.
4. Knowledge of clerical practices and procedures.
5. Knowledge of business and management principles.
6. Ability to work with sensitive information and maintain confidentiality.

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