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.

Responsibilities: The Office Manager will organise and manage the country office in adherence with WHH’s policies and quality standards. Core responsibilities are the efficient and effective use of resources in order to organise the administrative system for WHH’s country programme and maintain office premises. Moreover, the position assures good work relations with relevant authorities are well maintained and further developed. The position holder secures efficient coordination and communication between departments and facilitates respective meetings. The tasks related to the distribution of duties in the country office occur according to requirements. The Office Manager is responsible for reliably overseeing and implementing his/her assigned tasks.

Duties and areas of responsibility (within the framework of the distribution of tasks as agreed with the Country Director, the following duties are to be carried out)

General Administration

· Ensure complete documentation of Pakistan Country Program (PCP) relevant information e.g. project data, official correspondence etc.

· Liaise and communicate with relevant authorities e.g. EAD, MoI, Immigration in order to acquire NOCs, handle Visa related issues for expatriates and obtain other key documents

· Maintain a complete and transparent document record for official documents and correspondence

· Furnish information to government authorities about Welthungerhilfe’s activities on demand and maintain supportive work relationships with relevant officials

Office Management

· Establish and maintain a proper record for office related expenditures e.g. utilities, stationary, vehicles etc and monitor respective expenditures.

· Establish and maintain a proper documentation and archiving system for project/program files

· Assure the effective and efficient use of office resources.

· Make administrative and logistical arrangements to facilitate events e.g. workshops, seminars, conferences, duty trips etc

· Supervise and appraise support staff

· Assure proper maintenance and care taking of office premises

· Remove safety hazards and assure the promotion of a safe work environment in coordination with the safety and security unit

· Promote a positive work atmosphere and contribute to team building efforts among WHH employees

Coordination

· Assure a transparent and open inter-department information exchange e.g. with Security, Finance, Logistics, Programmes, Monitoring and Evaluation etc

· Be aware and up dated of relevant changes in governmental regulations and assure proper information dissemination to relevant departments

· Ensure the application of, and adherence to, Welthungerhilfe regulations, guidelines and policies

· Communicate with and support field offices where needs arise e.g. with documentation, record keeping, facilitation of official requests etc

· Facilitate travel arrangements for consultants, Head Quarter delegations, duty trips etc of WHH staff and guests/visitors

· A regular and frequent information exchange and planning format to organize office work has to be established/maintained

· Prepare, organize and facilitate meetings and workshops on demand and support inter-department information flow.

· Promote transparent and accountable work processes in office

Other tasks

Any other tasks which might be added by the Country Director and which are in line with the characteristics of this position.

The position holder should work in a client and team oriented manner and adhere to standards as described in the “WHH/GAA Code of Conduct”.

Job Details

Functional Area:
Total Positions:
1 Post
Job Shift:
First Shift (Day)
Job Type:
Job Location:
Gender:
No Preference
Minimum Education:
Masters
Degree Title:
University degree in a course related to the position goals (Master’s or postgraduate studies) Professional specialization (preferably in Business Administration or HR)
Career Level:
Experienced Professional
Experience:
3 Years - 6 Years
Apply Before:
Jul 10, 2017
Posting Date:
Jun 21, 2017

Deutsche Welthungerhilfe

N.G.O./Social Services · 11-50 employees - Islamabad

Today, Welthungerhilfe is one of the largest non-governmental organizations in Germany. Non-profit making, non-denominational and politically independent, it is run by a board of honorary members under the patronage of the Federal Republic of Germany. Its work is funded by private donations and public grants. 

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