Office Manager

Objective:

The position assures administrative management and operational support so WHH can fulfil its mandate in Pakistan. The position ensures effective resource management and the promotion of a conducive work environment for national and international country office staff.

Core Responsibilities:

• Responsible to make sure the administrative management of the office for its efficient and effective running. Maintains office services by organizing office operations and procedures; controlling correspondence; maintain filing systems; procurement and purchasing’s against the supply requisitions; assigning and monitoring clerical functions.
• · Responsible to assist staff in providing the operational services for program activities such as boarding lodging, traveling, arrangements of trainings, meetings and workshops etc.
• · Responsible to act as safety and security focal person at field level to ensure the compliance of safety and security SOPs and regulations.
• · Assist staff in providing the HR services on the behalf of WHH’s HR department by providing them required information relevant to health scheme, social security, leave balance, contract management and about other benefits in close coordination with HR department.
• · Act as petty cash custodian for the office and responsible to maintain cash flow in close coordination with head of project(s) and finance department.

Detail of duties and tasks:

Administration and Operational Support:

• Manages the reception area to ensure effective telephone and mail communications, both internally and externally to maintain a professional image.
• Ensure proper liaison with local government bodies for smooth implementation of WHH office and projects
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Ensure the proper arrangement of staff boarding and lodging
• Organize and minute the weekly staff meetings and responsible to share with Country Office on a monthly basis (if applicable)
• Maintaining all records such as NOC, MOU, and Travel etc., if any.
• Supervises and effective management of the support staff (cleaners, guards and cooks if any)
• · Ensure consistent and excellent transportation support for staff and project activities and provide direct supervision for all Rented and Payroll drivers
• · Assist the logistic department to ensure sufficient stock of supplies and spare parts for the vehicle fleet, insurance coverage, repairs schedule, and regular maintenance plan when needed
• · Responsible for regular check of proper use of WHH vehicles, maintenance of logs for finance and audit purposes
• · Provide assistance to logistic departments in procurement and purchasing procedures such as collection of quotations, preparation of CBA’s, conducting the market survey and purchasing of assets etc.

Safety and Security:

• Act as safety and security focal person in field/project office to ensure the WHH’s safety and security standards,
• Responsible to make sure the compliance of staff to WHH safety and security regulations and procedures in the field/project office,
• Follow the security situation in the area of responsibility of field/project office and update field/project WHH staff accordingly,
• Liaise with safety and security authorities and focal persons of other NGOs in the area of responsibility of Hyderabad office, and keep close coordination with the Safety and Security Manager of the WHH country office in Islamabad.

Manage Cash flow:

• Responsible to provide necessary data to the Finance Manager to monitor the cash-flow situation as per WINPACCS and plan the project’s/program’s (annual/monthly) finances
• Assist finance department and head of project in monitoring expenditures/costs (cost type and cost category) with regard to the budget
• Responsible to prepare the necessary documentation for banking transactions (deposit cash or cheque, cash, cheques, collects monthly bank statement, etc.), prepare and control payment and payment vouchers of the project.
• Follow-up on and arrange for a/c receivables and payables settlement (e.g. Payment of utilities)
• Handing over to the Finance Manager on monthly basis vouchers for bank and cash payments.
• Keep track record of advances in financial software
• Provide assistance to Finance Manager during preparation of Financial Statements
• Provide assistance to finance department in providing the information to staff for correct and good quality vouchers as per WHH Pakistan Standards.
• Responsible to work independently by preparing all cash books, cash boxes and necessary documents for cash reconciliation on last working day of every month and provide cash book information and original vouchers to the Finance Manager on monthly basis.