Office Manager

Position title: Office Manager Type: Long-term local professional   Company Profile: Management Systems International (MSI) is a global international development firm based in Washington, D.C. providing specialized short- and long-term technical assistance. The firm has specific expertise in the fields of civil society strengthening and democracy and governance. Over the last 10 years, MSI has conducted 11 short- and long-term projects in Lebanon. For more information on MSI, please visit our website at www.msiworldwide.com. Program Summary: Promoting Active Citizen Engagement (PACE), a three-year program funded by USAID/Lebanon, seeks to strengthen civil society capacity to act as a catalyst for change through civic advocacy and participation. Through grants and technical assistance, the program partners with Lebanese civil society organizations across the country to support civic engagement, media activities, social entrepreneurship, and capacity building. PACE is recruiting an Office Manager to join its team. Applications will be accepted until May 19, but will be reviewed as they are received. Interested applicants are therefore encouraged to submit an application as soon as possible.   General Scope of Work: The Office Manager will provide administrative support to the USAID-funded PACE program implemented by Management Systems International (MSI). The Office Manager will ensure smooth functioning of the program office and adherence to field office policies and procedures. He/she reports directly to the Finance and Admin Manager. Specific Duties and Responsibilities: The principal responsibilities of this position include but are not limited to the following tasks: • Assist program and support staff in the Beirut office in all administrative functions; • Prepare and send correspondence, receive, log and sort incoming deliveries and letters; • Receive visitors and phone calls to the program office and route them accordingly; • Supervise and manage cleaning staff and driver(s) as required; review their log-sheets and attendance and maintain a calendar of their tasks; • Assist the Finance and Admin Manager with petty cash, HR management, filing, documentation, and other administrative matters as required;  • Assist the Grants and Contracts Manager with small procurements and purchases and with the maintenance of up-to-date grant files; • Conduct online research and data gathering on request; • Learn and adhere to MSI procurement regulations, and take responsibility for day-to-day purchases required for program operations;  • Ensure smooth functioning of the program office, including tracking and ordering supplies, ensuring a clean and safe working environment, uninterrupted communication and IT services, driver coordination, vehicle log books, and storage; • Attend staff meetings and take minutes of meetings; • Assist with the organization of workshops, conferences, and trainings • Carry out other duties as assigned.   Professional skills: • Basic understanding of procurement issues • Basic understanding of HR issues • Identifies, analyzes, and innovatively solves problems • Strong teamwork skills, creativity, and initiative • Consistently meets deadlines in a thorough and accurate manner • Good organization skills and punctuality: starts work on time, and manages his/her time effectively with minimum supervision • Takes initiative, finding innovative approaches to getting the job done within budget • Computer literacy with a variety of software programs (word processing, excel, internet/email applications, etc) • Fluency in Arabic and English (written and verbal)