Job description - Office Manager by KieranRead

VIEWS: 0 PAGES: 2

									                          Job description - Office Manager


Purpose of Job:               To be responsible for the daily running of the Secretariat and to
                              assist the Director and staff to achieve the aims of MPG


Key Responsibilities

General Office Management

   •   Performing the administrative tasks related to the daily running of the secretariat,
       which includes:

           o   Mail and telephone handling.
           o   Keeping the office agenda (meetings, travel and holiday of staff).
           o   Booking travel and accommodation, technical assistance for staff.
           o   Providing logistical support for national/international meetings.
           o   Over-viewing computer issues and liasing with computer service providers.
           o   Reviewing service contracts (photocopier, telephone, cleaning, office rent etc).
           o   Ordering office furniture and equipment.
           o   Working with the Information Officer on MPG’s database of addresses.

Support on Financial Issues

   •   Performing tasks in support of the Director and/or Deputy Director through the
       effective management and stewardship of MPG’s financial resources, in particular:

           o Managing MPG’s relationship with its bank and its bookkeeper, ensuring
             income and expenditure transactions are made promptly and accurately.
           o Preparing and sending invoices.
           o Encoding payments via electronic payment system.
           o Preparing financial documents for accountant and auditor (invoices, bank
             statements, salaries).
           o Preparing MPG’s budget and accounts information for the Director. Ensuring
             the application of effective budget monitoring systems in MPG, and ensuring
             the Director is kept up to date with budgetary information.
           o Preparing and submitting project reports or applications to funders or potential
             funders, in close collaboration with the Director.

Support on Staff Issues

   •   Performing tasks in support of the Director and/or Deputy Director through the
       effective management and stewardship of MPG’s human resources, in particular:

           o Managing MPG’s relationship with its social secretariat in relation with staff
             issues and salaries.
           o Encoding salaries via electronic program.
Person Specification – Office Manager


Professional Skills,   •   At least three years in an administrative role
Knowledge and          •   Experience in managing day-to-day administration of an
Experience                 organisation
                       •   Experience in national/international event organising, booking
                           and liaising with venue, organising speakers and participants
                       •   Experience in developing and monitoring substantial budgets
                       •   Experience in preparing project funding applications,
                           especially with the EU
                       •   Experience in bookkeeping tasks is an asset
                       •   Excellent organisational and administration skills
                       •   Excellent written and verbal communication skills
                       •   Excellent literacy and numeracy skills - able to manipulate,
                           analyse and present financial information effectively
                       •   Proficiency on Microsoft Office suite, familiarity with
                           internet
                       •   Fluency in English – with very good command of French
                           and/or Dutch
Personal Attributes    •   Confidentiality, tact and diplomacy
                       •   Good team-working skills including commitment and
                           flexibility
                       •   Ability to work to deadlines - comfortable in setting and
                           sticking to own deadlines as well as responding to others’
                           deadlines
                       •   Ability to prioritise own work within agreed parameters
                       •   Ability to work independently and to initiate activities as
                           appropriate, in line with the job description
                       •   Attention to detail and an eye for accuracy
                       •   Ability to work effectively with staff at all levels
                       •   Sensitivity to work with people from difference cultural
                           backgrounds
                       •   Sympathy with the work and objectives of MPG
Other Circumstances    •   Ability to work long hours on occasion

								
To top