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Office Manager

Job Title: Office Manager
Contract Type: Permanent
Location: Baghdad, Iraq
REF: 1293
Contact Name: Ghusoon Nader
Job Published: over 1 year ago

Job Description

MSELECT is hiring on behalf of an international organization in Baghdad an Office Manager to provide administrative services for the project, with at least 3 years’ professional experience in a comparable position, fluency in Arabic and English is must.
Job Summary Responsibilities
The Office Manager is responsible for the overall administrative coordination of the office team providing administrative services for the project office meeting the administrative needs of the office independently, with a minimum of intervention ensuring that financial and administrative regulations are complied

Job Responsibilities:
1.   Coordination
  • Reminds, updates and notifies the Country Director of daily appointments
  • Prepares and organised information materials for the Country Director and/or meetings
  • Manages incoming and outgoing correspondence (post, fax, email) and prioritizes and organizes it
  • Photocopies and scans documents as needed
  • Organise and coordinates the Country Director´s schedule
  • Ensures that information is exchanged between office staff, partners and other institutions
  • Prepares routine correspondence requested by the Country Director
  • Assists the Country Director in meetings and in the day-to-day implementation of the project
  • Supports carrying out the daily communications on behalf of the Country Director
  • Follows up the calendar, makes appointments and calendar entry for the Country Director
2.   Administration
The Office Manager
  • Is responsible for overseeing organization of administrative and logistical aspects of office (meetings, workshops, travels, trainings etc.)
  • Coordinates with the organization office on the mode of service delivery
  • Is responsible for filing documents in reference files or in dms in line with office filing Rules
  • Manages confidential files, specifically in the areas of personnel and project administration
  • Ensures the bookkeeping of the project
  • Prepares contracts under 2.500 eur and prepares documentation for contracts
  • Organizes and administrates travels and hotel bookings and prepares travel claims
  • Files documents in reference files in line with office’s filing rules

3.   Finance and accounting
The Office Manager
  • Prepares monthly accounting and financial plans of the Project Office
  • Assists in monitoring financial development of projects
  • Responsible for financial management, such as cash withdrawals, keeping the cashbook, bank accounts, preparing and entering vouchers,
  • Checks travel expense statements of staff for approval by the superior,
  • Follows up of the invoices from the third parties,
  • Is responsible to support for the correspondence related with financial matters.
4.   Other duties/additional tasks
The Office Manager performs other duties and tasks at the request of management

Required qualifications, experiences and competences
  1. Certificate/diploma or similar qualification from a recognized clerical college, preferably in the field of business administration, human resources, business management or communication
  2. Professional experience
At least 3 years’ professional experience in a comparable position
3. Other knowledge, additional competences
  • Good working knowledge of ITC technologies (related software, phone, fax, email, the internet) and computer applications (e.g. MS Office)
  • Very good knowledge of English, ideally a knowledge of German
  • Good management and organizational skills
  • Good communication skills
  • Customer and service-oriented attitude
  • Reporting skills in English and preferably German
  • Willingness to up skill as required by the tasks to be performed – corresponding measures are agreed with the Programmed Manager in the yearly Assessment.