Office Manager

Office Manager   BACKGROUND The Lebanon Industry Value Chain Development (LIVCD) is a five year program funded by the United States Agency for International Development (USAID) and implemented under the leadership of Development Alternatives, Inc. (DAI). LIVCD Project aims to increase the competitiveness of selected value chains, expand the number of Micro and Small and Medium Enterprises that can compete in selected markets, improve linkages between those firms and other actors throughout the value chain, increase the gross value of products and services in local and export markets, and expand exports.   OBJECTIVES The Office Manager will be responsible for assisting the Operations Manager in all aspects of human resources, procurement, administration, logistics, and inventory. S/he will assist in ensuring that the all DAI and USAID policies and procedures are well documented and implemented. The Office Manager will also provide ongoing support to administrative staff upon the request of the Operations Manager.   SPECIFIC TASKS:   HR Responsibilities   Facilitate information to all staff; ensure that all policies are properly communicated to employees. Maintain hard and soft copies of all employees and consultant files with all supporting documents.   Logistics Responsibilities   Oversee logistics for project events in the Beirut of and ensure that all project logistics needs are met. Assist in managing logistic supports for visitors such as air and land travel, hotel arrangements, and travel documentation.   Facilities Management   Oversee the management of project office space, ensuring that facilities are properly maintained and supplies are well stocked. Establish and maintain relationships and accounts with office lessor, and vendors of office related material and services. Also, facilitate resolutions to any issues related to office management that may arise. Routinely visit project satellite offices to ensure administrative systems are in place and well implemented      Procurement Management   Review/modify, as necessary, specifications/scope of works for a wide range of equipment, supplies, high technology goods and services, and maintenance service contracts in accordance with USAID and DAI procurement procedures and regulations. Develop and issue bid documents of various procurement methodologies (e.g., RFQs, RFPs. EOIs, etc.), prepare competition documents (e.g. Bid matrix, Bid Memo, etc.), and prepare/issue letters of clarification, as necessary, to published bid documents/specifications. Contribute to the organization and activities of Evaluation Committees meetings in respect with the   applicable procedures. Evaluate bid offers/responses to determine the low responsive/responsible bidder(s). Recommend bid/contract awards, issue purchase orders, as necessary. Prepare award recommendations for bid and contract award       Administrative Management   Responsible for managing all project administration needs including translation, production of project publications, data entry into the DAI library, filing, record-keeping, and other administrative and clerical tasks. Coordinate routine site visits to project satellite offices with operations manager to ensure administrative procedures are well implemented  Handle petty cash disbursement, insuring that payments are compliant with DAI and USAID policies Maintain up date to inventory of project operations equipment and furniture Maintain all official DAI correspondence and project documents, including incoming, outgoing and interoffice mail and faxes related to logistics and administrative management. Maintain all project files and records and work with the IT Administrator to ensure that data is adequately stored and backed up. Carry out other duties that are consistent with overall focus of the assignment as assigned by the Operations Manager.