Office Manager – East-West Management Institute Zimbabwe Trust (EWMI ZW)

Job Summary

Deadline: 25 May 2022

Expected to start: On / after June 15, 2022.

Reporting and supervision
The Office Manager provides cross cutting support to EWMI ZW but reports directly to the Senior Finance Manager and will work closely with the Finance Officer. The Office Manager supervises the Driver / Logistics Coordinator and EWMI ZW’s pool of Drivers.

Description
The Office Manager dedicates his / her time to cross cutting logistics coordination for EWMI ZW activities and office administration and maintenance.

Duties And Responsibilities
Responsibilities
Manage the maintenance of the office including ensuring that office furniture works well, that EWMI ZW premises are kept clean, that equipment and Internet services run smoothly, that utilities work properly, and liaise with appropriate service providers to fix problems; Manage relationship with office service providers, and landlord, ensuring that all services are delivered timely and satisfactorily, and items are invoiced and paid on time; Manage the logistical and administrative aspects of EWMI ZW public events and training activities, including setting up training rooms and equipment, on an as needed basis, working closely with the relevant EWMI ZW staff; Coordinates and keeps track of conference rooms booking requests and communicate with the requestors about conference rooms availability; Manage the logistical and administrative aspects of visits of foreign delegations, including visits by Home Office staff, and international consultants; Supervise all work aspects of EWMI ZW’s Driver and Logistics Coordinator and EWMI ZW’s pool of Drivers; Manage and maintain an updated office inventory list as EWMI ZW’s designated Inventory Custodian; Manage and maintain an updated office supplies log for items including but not limited to stationary, COVID 19 supplies, office hygiene supplies etc; Monitor and evaluate the effectiveness of EWMI ZW’s logistics procedures and advise the Senior Finance Manager on opportunities, deficiencies, and requirements to maintain the highest quality of support to EWMI ZW staff; Set up and maintain levels of frequently consumed items, equipment and materials and buy office supplies based on a written request from the Senior Finance Manager; Perform mailing services related to EWMI ZW’s activities; Assist the Senior Finance Manager and Finance Officer, in all EWMI ZW procurement processes, including, but not limited to, request for quotations, reviewing and analyzing all vendors / suppliers’ supply and price options; developing plans for purchasing equipment, services, and supplies; negotiating the best deal for pricing and supply contracts; Maintain EWMI ZW hard copy document files and follow procedures for maintaining records, controls, and correspondence; Perform other tasks, administrative and / or programmatic, on an ad hoc basis, as assigned by the Senior Finance Manager, Deputy Chief of Party, or Chief of Party, that are consistent with this Position Description and other general requirements.

Qualifications And Experience
Required qualifications
Bachelor’s degree in business management, or business administration or business studies or related field; Certification in business management, or business administration or business studies or related field preferred; At least (5) five years of demonstrated experience in office management or administration for donor funded projects; Demonstrated experience with providing logistical support to large public events and trainings or workshops; Demonstrated experience with supervision of Drivers; Well-organized, attentive to detail, and able to handle multiple tasks simultaneously, prioritize, and meet deadlines; Excellent interpersonal skills; Willingness to learn new skills; Ability to work in a multicultural and geographically dispersed environment; Fluency in oral and written English.