Office Manager

PURPOSE OF THE POSITION The Office Manager is responsible of both administrative support to the Director, in coordination with the Finance Manager, and programme support to the team, in coordination with the other team members.   SCOPE The Office Manager is responsible for ensuring that office activities run efficiently. In coordination with the Finance Manager, s/he is responsible for maintaining accounting, administrative and personnel services. S/he is also responsible for providing organizational, logistic and linguistic support to the team. S/he shares with other team members security management responsibilities.  S/he takes part in the strategic and operational planning and budgeting of the programme, and contributes to the formulation and review of policies and work standards.   MAIN RESPONSIBILITIES   OFFICE SERVICES -          File official correspondence in IN/OUT register -           File activity documentation including training, awareness raising activities etc. File copies of all printed materials including brochures, posters, leaflets etc. produced by both MAP and partners -          Monitor stocks (stationary, cleaning materials, etc.) and resupply the office as needed -          Ensure timely payment of utilities ex. electricity, water, telephone, internet -          Coordinate the logistics of donors/partners/colleagues’ visits, including flight and hotel reservations, airport and hotel pick ups etc.   FINANCE AND ADMINISTRATION -          Maintain the petty cash in the Beirut office; keep prime entry records of transactions in accordance with MAP F&A guidelines -           Responsible for procurement of services and supplies, in accordance with MAP Lebanon F&A guidelines and donors’ guidelines. Maintain procurement file and prepare summary procurement reports -          Maintain and regularly update personnel files according to MAP F&A guidelines and Security Handbook; maintain and verify annual leave records; prepare summary personnel file reports -          Maintain and regularly update asset registers in Beirut and field offices   PROGRAMME SUPPORT -      Provide written translations and interpreter services as required and as compatible with other responsibilities   SECURITY -      Maintain personnel files in accordance with Safety and Security Handbook provisions; ensure all staff consultant and visitors submit the required documentation -      Contribute to the induction/orientation process of new staff, consultation and visitors, ensuring that they receive the required equipment, information and documentation -      Responsible for IT security including daily back up on server, weekly back up off site; regular maintenance of equipment and antivirus updates.   REPORTING TO: Director of Programmes, Lebanon   PERSON SPECIFICATION: -      University degree in Finance and Administration, Accounting -      At least 2 years’ experience in similar position with an NGO -      Flexible and results-oriented -      Able to work under pressure -      Strong work ethics and commitment to MAP’s goals and values -      Excellent Arabic and English, written and spoken