Office Manager

Mott MacDonald

Mott MacDonald is committed to improving people’s lives through creating and delivering tailored development solutions. We work in developing countries to alleviate poverty, establish good governance, and increase access, capacity and resilience in healthcare, education, water, sanitation, transportation, infrastructure and renewable energy – while safeguarding the environment and promoting human rights and gender equity.
We are an equal-opportunity employer and value diversity at our company. We do not discriminate and take positive steps to create an inclusive culture.
Strengthening the Teaching of Primary School Mathematics is a 5-year programme that aims to improve student learning outcomes in mathematics, so girls and boys have a solid foundation in basic skills to succeed in the rest of their schooling and fulfil their potential. The programme will provide technical assistance to facilitate the revision of the mathematics curriculum for lower primary (standards 1-4), develop corresponding teaching and learning materials, design teacher training strategies (including school-based support structures), rigorously pilot the new materials and training strategies, document impact, refine the materials and training strategies, and then oversee the national scale-up.
Job Description:
The role of the Office Manager will sit within the ‘Support & Administration Team’ which is responsible for ensuring that all operational and administrative aspects of the Programme run effectively. We are seeking an Office Manager to support in ensuring the operational, administrative and financial aspects of the Programme run effectively. Reporting to the Operations Manager, the Office Manager will be required to:
Office Management
  • Ensure that both the Main and Field offices comply with MM standards and local legislation.
  • Maintain all offices condition and ensure that office management is consistent and compliant to MM.
  • Remain up to date on MM technical and professional knowledge to be able to provide support to staff.
  • Address employees’ queries regarding office management issues (Health and Safety issues)
  • Manage relationships and contracts of all office vendors, service providers and landlord, ensuring that all items are invoiced and paid on time.
  • Ensure the smooth running of offices by ensuring office equipment maintenance and recommend for replacement.
  • Produce quarterly forecasts and budgets for head office and field offices supplies and utilities, ensuring procurement is done timely.
Administration and Stores Management
  • Support in managing mobile communications (project phones, phone credit, internet, etc).
  • Effectively manage the supplies for the Lilongwe main office and Regional offices
  • Responsible for the management of utilities for all offices including the Lilongwe main office
  • Maintain stores standard systems and monthly stock reconciliations and checks.
Events and Logistics
  • Plan and provide administrative support to project events, meetings and workshops, as needed.
  • Coordinate visa applications, flight bookings, travel approvals and security briefings.
  • Provide general support to international staff, sub-consultants and partners from overseas, including booking accommodation.
Health and Safety
  • Responsible for all offices safety and security and review of quarterly office risk assessments
  • Monitor and provide updates on arising safety concerns and advise staff on how to minimise or ultimately avoid risks and hazards in the workplace.
  • First aid point of contact.
  • Ensure that all safety trainings are done bi-annually, including fire drills.
Note: This job description reflects the present requirements of the post.  As duties and responsibilities change and develop, the job description will be reviewed and be subject to amendment in consultation with the post holder and line manager.
Candidate Specification:
Essential Competencies/Skills
  • Excellent oral and written communication skills
  • Excellent organisational skills
  • Competency in event planning
  • Willingness to learn and work on own initiative.
  • Ability to solve problems and make decisions in a timely manner.
  • Ability to manage multiple tasks and prioritize workload.
Required academic/professional qualifications, training, and experience
  • University Degree in Business Administration or a relevant discipline
  • Significant relevant work experience

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