Office Manager

Job Description

Job Title:Office Manager
Division:International Programmes
Department:Africa Region
Reporting To:Regional Manager
Staff Reporting:Programme Manager, finance Manager and HR Operations manager
Matrix Management: Africa Regional Desk
Base Location:Niamey, Niger,
Budgetary Responsibility: Approximately €1.5 million budget

Division/Purpose:
•To prepare for and respond to humanitarian crises
•To guide, support and monitor the country programmes to ensure the continuous development of a global programme according to the Islamic Relief International Strategy

Department/Purpose:
•To provide technical and managerial support to Islamic Relief offices in Africa, in order to ensure successful implementation of country programmes according to country strategies

Job Purpose:
Administer and manage the country team to implement effective and quality projects, which meet the long-term and short-term needs of beneficiaries within the framework of agreed strategic aims.

KEY OBJECTIVES

•Administrator IR team in the country
•Ensure that IR policies and procedures are adhered to
•Ensure that reporting deadlines are met
•Ensure transparency and accountability in IRW operation in the country

KEY RESPONSIBILITIES:

Country Manager (CM) to:

Programme

•Ensure that IR projects in the country are selected and implemented according IRW policy and procedure
•Ensure IRW programme are implemented in needy areas and the selection is done transparently
•Ensure that projects submitted to IRW has value for money
•Ensure that IR country strategy is developed
•Ensure that IR annual budget and annual plans are prepared and submitted on time

Administration Management

•Lead the country team to ensure that IR office in the country is functioning according to IR quality standards
•Ensure that IR policy and procedures are in place and implemented
• Ensure effective and accurate administrative procedures are in place
•Security guidelines and procedures are operational. Moreover, Security guidelines are reviewed bi-annually and updated when necessary
•Ensure regular and effective communications are maintained within the programme, and with the Regional and HQ
•Ensure that the country management team meets regularly in the main office and also the sub offices
•Ensure that the responsible staff in the administration, the finance and the programme departments are performing their duties as required by IRW policy and procedures
•Ensure that IR assets are well maintained and used as per IRW policy and procedures

Human Resources

•Ensure that IR field office has a transparent HR manual in place
•Ensure that IR field office hiring and firing policy is done accordance to the policy and procedures
•Ensure that IR staff have job descriptions and up to contracts
•Ensure that field offices have the required staffing levels, management structure and human resource processes and management to enable the implementation of the programme in the short and long-tem
•Manage and motivate a team, ensuring that they have clear objectives and receive meaningful feedback on their performance
•Ensure IRW’s staff management and other processes, policies and code of conduct are maintained and reflect IRW’s values and principles
•Ensure there field offices have effective Country Office Management Team (COMT) to facilitate involvement of staff in the running of the programme through an appropriate participatory, open team approach to decision making.
•Ensure all appropriate measures are in place to protect the security, health and well being of staff

Financial Management

•Ensure that IRW policy and procedures are in place followed and adhered to when financial transactions are made
•Ensure effective financial and budgetary control of the programme and that accounts are produced on time and in accordance with IRW policy and procedures

Representation

•Ensure that IRW is represented to government, the UN, other international agencies, donors and other bodies including the media

Reporting

•Ensure that quarterly reports are submitted on time
•Ensure that Donor reports are submitted on time
•Ensure that annual financial and narrative reports are submitted on time
•Ensure that annual financial audit is done on time
•Ensure that periodic reports are submitted to HQ and donors on time

Archiving

•Ensure that the office has an excellent filing archiving system and IR programme and financial records are kept for at least five years
• Ensure that IR assets are stored in safe place

**PERSONAL SPECIFICATION

ESSENTIAL

Experience**
•Experience as administration or office manager with an International NGO.
•Experience of working with International NGOs in developing countries.
•An in depth understanding of national and international administration issues in particular in relation to NGOs administration
•Experience and knowledge of effective admin and budgetary control and grant management
•Experience of and commitment to participatory management and maintaining a supportive, open environment to ensure the learning and development of all staff.
•Experience of managing and mentoring local and international staff.

Skills
•Good interpersonal skills including the ability to listen, sensitivity to other peoples’ views and perspectives, and conflict resolution.
•Good organisational skills and a practical knowledge of support service management
•The capacity to develop and maintain an understanding of and be sympathetic to the social, cultural and political context of the post
•Ability to represent, liaise and negotiate at different levels (national, provincial and local).
•Excellent communication skills
•Knowledge/familiarity in programme areas: e.g. Emergency Response, Community Development, etc
•An ability to work under pressure with limited support.
•Knowledge/familiarity with country/region
•Excellent written and spoken French
•Working knowledge of Microsoft Word and Excel
•Committed to Islamic Relief Worldwide values and code of conduct.

Qualifications

•University degree or its equivalent in administration, management, social science, international development, public administration, or a related field
•Relevant experience in administration or management

**DESIRABLE

Experience**
•Experience of working specifically towards, and reporting against Millennium Development Goals
Skills
•Knowledge of foreign languages i.e. English, Arabic, local country language, etc.

Qualifications
•Post graduate qualification in social science, international development, public administration or related field

Personal Specification will be judged through:
(A) – Application Form, (I) – Interview, (T) – Test, (D) – Documents

Additional Note:
A committed individual to provide support in administration and management of IR offices in Niger. The post holder will be responsible to implement effective and quality projects which meet the needs of beneficiaries within the framework of agreed strategic aims. The objectives of this post are to administer IR team in the country and to ensure that IR policies and procedures are adhered to. He/She will have to ensure that the reporting deadlines are met and the transparency and accountability in IRW operation in the country.

The post holder will have a degree or its equivalent in administration, management, social science or related fields with relevant experience in administration or management. The successful candidate will possess good interpersonal and organisation skills together with practical knowledge of support service management. Strong written and verbal communication in French is essential while knowledge in English and local language is desirable.

__Applicants should be sympathetic to the mission and values of Islamic Relief.

Only short-listed applicants will be contacted. No CV’s

Islamic Relief is an equal opportunities employer__

Please Download the following:




Deadline for the submission of Application: 31 August 2008