Office Manager

Job position

Office Manager

Job Ref

13882BR

Job Category

Education

Job Profile

Mott MacDonald is a £1.1 billion management, engineering and development consultancy with 16,000 staff and a global reach spanning six continents. Our network of 170 principal offices in 140 countries gives us local market insight backed by world class expertise to deliver excellence for every client.
EQUIP-T is a four-year education programme financed by the Department for International Development (DFID) for the benefit of the Government of Tanzania. EQUIP-T aims to improve education primarily focusing at the council level, working in 36 councils. The focus will be on the integrated development of existing council education systems incorporating school improvement, education governance and management systems. It will aim to develop in these councils an affordable and replicable model for scale-up by government across other councils in Tanzania.
The Office Manager will provide office administrative, logistics and financial management support to the Programme under the direction of the Operations Manager.
The Office Manager will receive an induction by the Programme Operations Manager to ensure that s/he is fully conversant with DFID procurement systems and procedures.

Job Description

Responsible for overseeing all the administrative, financial, logistics, and facilities needs in the region;
Ensure all office records are filled accordingly;
In consultation with the Regional Team Leader and the
Programme Finance Manager, produce regular rolling quarterly and monthly forecasts and submit monthly site returns to the
Finance Manager in Dar es Salaam to feed into the monthly reconciliation and invoicing processes;
Maintain up-to-date programme accounts on the system to ensure that timely, accurate and appropriate information is available to the programme management team;
Liaise with administrative and technical teams to ensure accurate forecasting and prompt disbursal and reconciliation of expenditure;
Support the Regional Team Leader and/or the Regional Technical Specialists in preparing budgets for training events and workshops;
Supervise preparation of all payment vouchers, journal vouchers and cheques and ensure the timely settlement of all undisputed sub-contractor invoices;
Monitor expenditure and advise the Regional Team Leader and Programme Finance Manager of potential issues with regards to forecasting, disbursement or accounting;
Maintain a petty cash register and supervise the imprest accounts for regional based staff;
Line-manage Operations Support Assistant and 2 drivers; responsible for their performance reviews as well as personal and professional development;
Establish good and considerate working relationships with all staff in the organisation, demonstrating respect for their own roles and responsibilities.

Candidate Specification

Essential competencies/skills
Good IT skills and confidence/proficiency in all Microsoft packages;
Proven people management and communication skills;
Willingness to be flexible and prepared to contribute to the organization in other duties as required.
Attention to detail and accuracy;
Ability to work under pressure and solve problems whilst retaining the support of colleagues and technical specialists alike;
Pro-active approach to dealing with technical specialists’ logistical and training needs; Required academic/professional qualifications, training and experience
Minimum of first degree or equivalent in relevant area;
Relevant professional qualification in administration / office skills / ICT;
Previous experience in providing administrative management to a programme team;
Professional experience in an international organisation will be an added advantage.

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