Concern UniversalOffice Manager
CONCERN UNIVERSAL
JOB DESCRIPTION
OFFICE MANAGER
Based at:Concern Universal Hereford Office
Responsible to:Director of Finance and Services
Context
Concern Universal is an international development organisation that works to address the causes of poverty in ten countries in Africa, Asia and Latin America. Working in partnership with local organisations, Concern Universal supports initiatives in a number of sectors including water and environmental sanitation, food security and sustainable livelihoods, and human rights.
Concern Universal operates a co-ordinating office in Hereford, England. This UK office (UKO) plays a support role to the ten country offices and additionally takes a lead in organisational fundraising efforts.
The role of the UKO is to:
Developand support CU’s supporter base in the UK and undertake fundraising, development education and advocacy initiatives.
provide technical, logistical, financial and administrative support to the country offices;
represent CU to international funding and operational partners;
co-ordinate overall strategy and contribute towards the development of in-Country and Regional strategy programme development;
communicate with the CU Trustees, CU staff and other stakeholders on governance and key management issues
Purpose
The Office Manager plays an important role in the organisation, working closely with colleagues in the UK office (in the Fundraising, Finance and Programme teams plus the Executive Director), as well as with external stakeholders (Country Programme offices, donors, suppliers etc.) Working across the teams in the UK, the Office Manager will ensure that the UK office as a whole operates efficiently.
The Office Manager fulfils a diversity of tasks, both administrative and representational. As such, the Office Manager needs to demonstrate great attention to detail and the ability to ‘get the job done’. In addition, he/she needs to see beyond day-to-day tasks and take the initiative to effect improvements in organisational administrative systems.
Working in a busy office, the Office Manager will need to juggle multiple responsibilities, prioritise and remain flexible and adaptable to changing demands and circumstances. It is essential that the Office Manager communicates with outside parties in a professional and courteous manner at all times.
Specific Responsibilities
Administration
Deal with incoming and outgoing post and e-mails, book couriers.
Answer phone calls and greet visitors in a professional and courteous manner.
In consultation with other office staff, ensure the maintenance and development of efficient information retrieval systems including filing, archiving, computerised address book and diary, staff emergency contact lists, leave forms, Trustee and Committee member lists etc.
Circulate agendas and other papers for Board and Committee meetings.
Book accommodation and meeting rooms.
Reply to routine funding requests or UK employment enquiries.
Log postal donations.
Take lead in ensuring that Concern Universal complies with Data Protection legislation.
Housekeeping
Liaise with landlord/cleaner/recycling organisations to ensure the maintenance of a clean, safe and businesslike working environment, including ensuring that appropriate equipment maintenance agreements are in place.
Health and Safety
Carry out specific duties as required by office Health and Safety Policy.
Purchasing
Maintain and order office supplies, stationery and equipment from most competitive suppliers
Arrange for purchase and shipment of equipment and other items to CU offices
Co-ordinate arrangements for the supply of utilities for the office.
Develop and manage the annual budget for UK office costs, supported by the Finance & Services Director.
Recruitment
Administer recruitment process for new staff, including advertising (in newspapers, magazines, websites, as appropriate), supplying application documents on request, replying to queries, and acknowledging applications.
Liaise with interview candidates regarding travel, visas, accommodation and expenses reimbursement.
IT
Work closely with the Systems & Services Co-ordinator to ensure the following tasks are completed:
- Change back-up tape on server on daily basis.
- Periodically check that back-up system is working correctly, that the information is recoverable and that long-term backups are updated and held outside the office..
- Set up new e-mail accounts for UKO and overseas staff.
- Renew software licences for UKO and field offices as required.
- Monitor and renew hardware and software maintenance agreements.
- Liaise with IT Support Company regarding specific hardware/software / connectivity problems.
- Co-ordinate visits by IT support company staff either for specific operations or individual/group training.
- Update CU website as required.
- Maintain and co-ordinate CU presence on social networking sites in liaison with the Advocacy and Communications Manager and the Fundraising Manager.
Publicity Materials
Support the Fundraising / Programme Team in liaison with the appropriate field office staff to obtain suitable copy and photographs for inclusion in CU’s Annual Report and/or other publicity materials
Fundraising
Assist the team in providing excellent customer/donor service eg: when answering the phone/dealing with complaints/reception etc.
Providing PA support for the Fundraising Director and the team, where necessary.
Providing logistical support for the Face-to-Face fundraising team, where necessary eg, mobile phones, hire cars, insurance.
Provide logistical support in arranging international visits.
Personnel
Arrange staff travel requirements, including relocation of employees and their families and effects.
Ensure that adequate and appropriate insurance is in place to cover travel by CU staff, their families and other personnel engaged on CU business.
Ensure regular update of emergency contact and dependent information for overseas staff.
Co-ordinate and chair regular office meetings in the UKO and ensure all staff have an opportunity to air any topics they would like to discuss. Ensure these meetings are regularly reviewed and the review process includes all UKO staff members.
Ensure the regular distribution of the e-bulletin to all UKO staff and appropriate volunteers. Ensure this is regularly reviewed.
Co-ordination of Volunteers:
Coordinate the recruitment, induction and management for the effective use of volunteer support at the Hereford office (particularly in Fundraising team);
In liaison with other office staff, ensure that volunteers have job descriptions or clear task lists;
Ensure that volunteers are appraised and receive regular and clear feedback.
Support to International Programmes
Provide support to the overseas offices and staff as required.
Support to the Executive Director
Provide support to the Executive Director as required.
Person Profile - Desirable
Education and Training
Secretarial/Administration professional training qualifications
Receptionist training
Skills and Experience
Excellent communication skills
Strong writing skills
Highly IT literate
Experience of working with databases
Proven track-record in a fast-paced work environment
Ability to plan, prioritise and deliver under pressure
Able to effectively juggle multiple priorities
Experience of working within a cross-cultural setting preferred
Values
Concern about the issues of poverty and an interest in International Development
October 2012