Office Manager

Information

Common information

ORGANIZATION OVERVIEW
JSI is a global nonprofit dedicated to improving people’s lives around the world through greater health, education, and socioeconomic equity for individuals and communities, and to providing an environment where people of passion can pursue this cause. We are more than 3,000 public health care and education experts driven by a passion to improve health and education services for all. Our fundamental goal is to ensure that all individuals can live their best and healthiest life, regardless of age or circumstances.

POSITION DESCRIPTION
JSI seeks a qualified Office Manager for the USAID-funded projects in the Kyrgyz Republic. The Office Manager will organize the office set-up and will be in charge of daily operations including office storage and inventory, office upkeep, safety and security, and oversee travel requests. The Office Manager will report directly to the Country Finance & Operations Director.

Qualification requirements

• Undergraduate Degree or its equivalent with a minimum of 4 to 5 years’ relevant experience preferably with international organizations/projects;
• Ability to work with others and to develop and maintain compatibility among project staff, partners, and recipients of assistance;
• Experience in organizing project events;
• Must have strong organizational skills and be able to prioritize and handle high-pressure situations;
• Ability to interpret financial and other quantitative information and reports;
• Able to handle quantitative information with accuracy and precision; resourceful in gathering information;
• Must exhibit high levels of professionalism, integrity and ethical values at all times;
• Able to manage tight deadlines and deliver high volumes of work with minimal supervision;
• Knowledge of financial reporting requirements;
• Excellent written and oral communication skills;
• Any relevant professional qualifications are an advantage;
• Strong knowledge of Microsoft Suite of software (Word, Excel, PowerPoint, etc.);
• Fluency in English, Russian and Kyrgyz is required.

Duties

• Organize and manage administrative and logistical activities of projects within JSI and USAID guidelines and regulations;
• Procurement of materials, supplies, equipment and services;
• Oversee any local contractors for administrative issues (i.e., cleaning, transportation, printing, advertising, translation and stationery & office supplies), draft contracts with organizations for purchasing necessary goods, works or services;
• Monitor and follow the office budget;
• Work with senior management to ensure safety and security of office premises and storage rooms;
• Coordinate the efficient movement of all drivers and vehicles for project activities;
• Prepare and manage welcome materials for new staff including: orientation package: staff ID cards, business cards, office keys, telephone extensions and colleague contact information;
• Ensure smooth operation of office and projects;
• Manage administration and procurement filing system (hard and soft versions) and handle official documents confidentially;
• Manage office stationery stock and other office supplies with keeping the consumption log up to date;
• Arrange and coordinate staff retreats, office events, project working meetings, workshops and trainings;
• Prepare workshops schedule/payment to participants;
• Maintain and administer inventory control and property management procedure;
• Provide safety of project’s fixed assets (reception and issuance);
• Create and keep the Service Providers database up to date;
• Assist in the recruitment of technical staff; and
• Perform any other tasks assigned by the Branch Office Director and Country Finance & Operations Director.