Scope of Work
Office Manager
I. Overview
Chemonics International was founded in 1975 and is one of the largest U.S.
consulting firms providing expertise in developing and emerging-market
countries for initiatives financed by the U.S. Agency for International
Development (USAID).
II. Position
Name
Office Manager
III. General
Responsibilities
The Office Manager is responsible for ensuring a
clean, well-organized, professional, and administratively efficient environment
for project staff
and visitors in compliance with USAID regulations and the contract signed by
USAID and Chemonics.
The Office
Manager will at all times adhere to and act according to the Chemonics
Professional Code of Ethics (“Living Our Values”) and will make the principles
of the Code a part of the project’s culture and standard operating procedures. The Office Manager will also ensure that professional
and transparent relationships are maintained with all project staff, project partners, donors, counterparts, vendors,
and others with whom she interacts, throughout the life of the project.
VI. Specific Duties
·
Handle
and oversee all office administration including human resources, coordinate
payment of all invoices and bills with the finance manager, coordinate with technical logistics as required, and maintain close
coordination with all administrative and technical staff.
·
Serve
as the point person for handling relationships with office landlord and/or
relevant building management and maintenance personnel on all matters related
to the office spaces, including matters related to lease terms and VAT
exemption processes, both in temporary and long-term spaces as required.
·
Serve
as point person on all matters related to VAT exemption, including liaison with
Chemonics’ legal representation.
·
Manage
long-term expatriate staff visa and housing matters, and short-term expatriate
staff hotel and transportation arrangements.
·
If required, seek bids which support office operations; negotiate
and manage long-term vendor relationships, including but not limited to
contracts for travel, office equipment, and IT systems.
·
Responsible
for managing and accounting for petty cash.
·
Responsible
for managing project office
equipment, including routing service and maintenance, and acquisitions needed
for project office
operations.
·
Serve
as the main administrative operations contact person for USAID, including
matters of
processing KITAS (Kartu Ijin Tinggal Sementara) for expatriate staff.
·
Oversee
all project office
communications, including managing the chronological correspondence file,
formatting of official correspondence, and assisting to ensure compliance with
branding requirements.
·
Assist
with the preparation of other project documentation as required including, but
not limited to, meeting agendas, presentations, etc.
·
Lead
person for managing the shared office calendar, including finalizing meeting
dates, appointments, locations, office cars and drivers, assisting with
coordinating staff, and other logistical needs.
·
In
cooperation with the senior technical staff, ensure that all project actions comply with USAID and Chemonics regulations
on purchasing, communication and other regulated areas.
·
Work
together with the Finance Manager and the Special Activities Fund (SAF)/Grants
Manager to process VAT exemption for all subcontracts, local personnel
contracts, and expatriate needs, such as housing, hotels and visas.
·
All
other administrative tasks as designated by Chief of Party.
V. Qualifications
·
Minimum holding Bachelor’s degree from a reputable university
·
at least 5-7 years administrative management experience,
preferably with large-scale international projects.
·
Well-versed
in office administration duties including faxing, photocopying, answering
phones, arranging meetings.
·
Successful
experience working in a diverse, face-paced environment.
·
Excellent
computer and typing skills including, Microsoft Word, Excel, Outlook exchange
email system, and desktop publishing software such as Adobe, Photoshop, and
other similar programs.
·
Fluency
in English and Bahasa Indonesian required.
·
Experience
in design and layout of reports and communications products highly
preferred.
·
Strong inter-personal and communication skills
required.
VI. Reporting
The Office Manager will report
directly to the Chief of
Party. S/he will prepare regular oral and written progress reports that
demonstrate the status of project operations, as well as other reports as
required.
As teamwork is crucial to the
success of the project, the Office Manager will be expected to coordinate work
with other technical, managerial and administrative project staff, as per direction from the Chief of Party.
