Office Manager at EBRD

Purpose of Job

The Office Manager (OM), is responsible for effective implementation of administrative procedures and processes, ensuring that the Resident Office (RO) provides an efficient and well managed working environment for the staff and visitors. The OM, interfaces with counterparts and management within the Banking Department and other relevant departments.

The role may also provide administrative assistance to the Head of Office, and/or RO based banker(s).

Accountabilities & Responsibilities

Office set up

• Support the Establishment of a new office in Kenya, including all relevant coordination with local authorities and EBRD HQ teams.
• Working closely with the Head of Office, establishing and maintaining effective working relationships with the local authorities and government bodies, mainly, Ministry of Finance and Foreign Office, Tax Authorities, in order to address any EBRD status related issue, visa/accreditation/VAT issues

Administration, Property and Office Management

• Co-ordinate regular maintenance of the office: office inventory; office supplies and equipment, and vehicles.
• Liaise with the landlord in conjunction with the Head of Office and Administrative Services over lease, office moves, refurbishment and regular maintenance issues.
• Coordinate any RO security and medical issues with the Head of Health and Safety Unit, HQ.
• Together with the relevant HQ units and Head of RO, procure and manage purchases and disposals; manage service contracts, insurance policies, utilities etc.
• Coordinate external providers to ensure good quality work in a timely manner.
• Act as HR co-ordinator: make arrangements for the registration process with the Ministry of Foreign Affairs, accreditation issues of the non-local staff and their families; sick leave records, updating of contacts for medical insurances; recording sickness records and reporting to HR as appropriate.
• Act as IT co-ordinator: arrange workstations (desks, PCs, desk phones) for RO newcomers, desks allocation for RO visitors provide assistance to RO and visiting staff; coordinate with HQ IT department and RO IT specialists located in region, assist staff with IT/technical issues related to the equipment operation (audio/video calls), and familiarise staff with IT policies
• Act as a local security focal point, prepare regular updates to the Business Continuity Plan for the RO and participate in UN Security Plan events. 
• Coordinate with EBRD Publication Desk, ordering published materials and other marketing materials to be distributed locally including processing of import documentation.
• Implement RO archiving procedures according to Records Management and Archives Unit requirements.

Accounting and Finance

• Prepare annual budget proposal and mid-year budget for review / discussion with the Head of Office and with the Business Group Senior Budget Officer and provide monthly budget status for the Head of Office’s approval. Monitor the RO budget on a regular basis and do ad-hoc budget status checks for available funds for RO budget purchases.
• Process and validate expense claims and all other SAP transactions of the RO, including the regular reconciliation of the traveller’s RO Corporate credit cards.
• Handling of the RO accounts; approving Nostro/cash payments within his/her own limit, executing Bank transfers; handling monthly petty cash reconciliations, while ensuring the necessary segregation of related duties in the RO, reviewing and paying local suppliers’ invoices.
• Timely reporting to HQ Nostro Control and Requesting funds transfer for RO cost centres from HQ.

Staff Supervision

• Where designated, ensure effective supervision of the Overtime Eligible Staff and General Services staff including coordination of their workload, keeping track of overtime and providing on-the-job-training.
• As requested, provide input for annual objectives setting and performance feedback, monitoring of workload and on-the-job training.
• Champion and role model the Bank’s Behavioural Competencies and Corporate Behaviours, ensuring adherence within the team(s) so that the highest standards of integrity and ethical conduct are exhibited at all times.

Administrative support to the Head of RO and/or other Bankers

• As required, provide overall administrative support to the Head of Office and (if applicable, other Bankers).
• Drafting official letters and relevant administrative correspondence for review by RO Head.

Knowledge, Skills, Experience & Qualifications

• Bachelor’s degree is preferred, or equivalent experience in relevant areas of expertise
• Previous local experience in senior administrative/accounting function (including in supervisory capacity) in an international or a leading company is preferable
• Ability to work independently and on own initiative on a day-to-day basis
• Strong organisational skills, demonstrated ability to prioritise
• Strong communication skills, including ability to communicate confidently and assertively
• Excellent interpersonal skills
• Ability to cope well and remain calm under pressure
• Ability to handle highly confidential and sensitive issues
• Reliable and flexible with professional manner
• Impeccable behaviour towards clients and co-workers
• Diligent with high degree of integrity
• Ability to complete tasks in a timely manner, meeting deadlines, attention to details
• Very good written and spoken command of English
• Good command over any other local/country language