The Office Manager will assist the Head of Office in ensuring the efficient organisation of the Office, the timely completion of tasks and the achievement of objectives
Specific post environment
The office is currently staffed by the Head of Office, the Office Manager, and a driver .
Position Start Date: June 01, 2017
OFFICE MANAGEMENT
Acting as an interface with the Ministry of Foreign Affairs to all diplomatic and protocol procedures, and other relevant ministries
Management of HR records of local staff in cooperation with the Office of Personnel Management and interface with a local agency dedicated to administration of the Payroll (including, monitoring of annual, sick and other leave, payment of salaries including declaration of local taxes, social security, health and pension insurance)
Management and interface with the various departments concerned at Headquarters for telephone equipment (fixed and mobile), desktop computers, video conferencing system, IT access rights
Interface various suppliers
Interface with local and regional EU Delegations
Procurement management and office supplies inventory
Ensure the timely renewal of contracts for Insurance of the office and vehicles
Interface with Office and Residential Landlords ensuring continuance lease agreements and in conjunction with Procurement and Purchasing Division
Assist in the organising of EIB related events in the region
ACCOUNTING
Management of all accounting aspects of the office in liaison with the Accounting Department at Headquarters
Management of the office bank accounts and cash management
Monitoring of VAT records with the Ministry concerned
Management of payments of supplier invoices (quotes, orders and deliveries)
ADMINISTRATION
Management of incoming telephone calls and correspondence
Organize and follow up diaries and organization of internal and external meetings
Responsible for the travel arrangement of the local team
Provide general administrative assistance to EIB personnel on business trips in the region
Assist all local staff with the implementation of their duties
Secretarial tasks (document archiving, etc.)
Purchasing of office and kitchen/bathroom supplies
Job Requirement
Certified higher secondary-level education with secretarial training
At least 5 years of relevant professional experience preferably in a financial/banking operational environment.
Familiarity with basic accounting principles (i.e. required for maintaining the petty cash ledger and monthly office cost reporting)
Excellent knowledge of standard computer tools and adaptability to new ones
Excellent knowledge of written and spoken English.
Competencies:
Sense of responsibility and initiative
Good organisation skills and attention to detail
Rigorous and able to meet deadlines and priorities
Able to draft routine correspondence and edit materials in English