Creative Associates International provides outstanding, on-the-ground development services and forges partnerships to deliver sustainable solutions to global challenges. Its experts focus on building inclusive educational systems, transitioning communities from conflict to peace, developing sustainable economic growth, engaging youth, promoting transparent elections and more. Creative is recognized for its ability to quickly adapt and excel in conflict and post-conflict environments. To deliver a high degree of service, innovative theories of change and solid project evaluation, Creative is divided into four program divisions: Education Communities in Transition Economic Growth Cross Function Since its founding in 1977 by four enterprising women, Creative has been a results-driven organization. In the area of education, for example, since 2000 Creative has trained nearly 390,000 teachers in new strategies, approaches and pedagogical techniques. About 45 percent of the teachers are based in Africa. Thanks to the support of international clients, multilateral donors and the private sector, Creative has active programs in 20 countries-from Honduras to Tanzania and Yemen to Cambodia. Since its founding, Creative has undertaken projects in more than 85 countries. Today, the Creative counts on a professional staff of more than 1,000 people around the world who are committed to working with officials, nongovernmental organizations and community members to realize the positive change they seek.
- Experience 8 – 10 years
- Location Abuja
Job Summary
- The Sr. Office Manager will perform a broad range of operations, logistics and office management duties.
- The Sr. Office Manager will be responsible for intra-office communication, office building/supply management, streamlining administrative and operational procedures, inventory control maintenance/management, and staff supervision.
Essential Duties:
- Provide leadership of overall property management and inventory control, reports, custody control documents and reconciliation of both expendable and non-expendable inventory, including data entry to SharePoint, oversight of spot checks/verification, and more according to USAID rules and regulations.
- Conduct cycle inventory reconciliation and conduct planned inventory exercise maintain and updating the assts inventory records for the project.
- Management of assets and property including up-dating master property register, tracking of property movements, maintenance of all office supplies and equipment and scheduling of repairs and replacement.
- Coordinating internal and external meetings and training for the project. This may include booking venues and refreshments, coordinating invitations and schedules.
- Manage the project vehicles by supervising its usage allocation, repairs, services, and maintenance. Prepare and submit relevant vehicle reports including movement, monthly fuel consumption and maintenance.
- Coordinate all logistical support for staff, international staff, STTAs and Consultants including transport and other travel requirements, hotel accommodation etc.
- Management of Vehicle Pool and Transportation: Organize the allocation and daily availability of vehicle(s) and establish tools for vehicle follow-up (logbooks, vehicle booking process etc)
- Controls store inventory levels by conducting physical checking and counts with timely reporting on stock status to project for stock replenishment.
- Liaise with IT Manager to ensure staff and office IT infrastructure is established and fully functional.
- Maintain employee telephone lists, Project Operations Guide, desk/office assignments, and floor map.
- Liaise with building landlord as required for premise management and maintenance
- Collate all used log sheets from car vendor, with invoices and request for payment to process payment for each month.
- Manage the monitoring diesel consumption of generators to ensure diesel for generator doesn’t go below buffer stock level.
- Manage the monitoring and reporting generator preventive and maintenance due hours with a view to alerting the service company.
- Establish and maintain a well-functioning logistics support operation for the office – effective coordination and use of vehicles.
- Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
- Perform any other project related duties as specified by the Senior Operations Manager.
Qualifications
Minimum Required Education & Experience, Skills and Abilities
- BA/BS degree required, and MA/MS degree desired.
- Undergraduate degree in business administration, management, or related field required, Master’s degree preferred.
- At least 8 years of prior work experience including at least 5+ years of specific experience in office management/administration.
- Must have at least 4+ years of direct supervisory experience with groups or teams of staff required.
- Knowledgeable about USAID Rules and Regulations, previous experience working on USAID-funded projects preferred.
- Strong knowledge of USG procurement rules and regulations.
- Strong ability to use and develop management and tracking systems.
- Excellent communication and interpersonal skills.
- Excellent record keeping and documentation skills.
- Proficiency with MS Office Suite including Excel and Word;
- Advanced knowledge of Spoken and Written English required.
