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Office Manager

Adam Smith International
Posted: 22 Apr 2024
6,872 views
  • Job Location: Islamabad
  • Country: Pakistan
  • Positions: 1
  • Job Type: Contractual
  • Department / Job Category: Operations Management
  • Last Date: 06 May 2024

About ASI

Adam Smith International is a global advisory company that works locally to transform lives by making economies stronger, societies more stable, and governments more effective. Our clients are governments, international organizations, companies, and foundations. For three decades in almost one hundred countries, they have come to us to develop strategies and to design, deliver and evaluate programmes that address the big challenges facing the world.

As a development consultancy, our work centers on international development management. Our core team of staff and technical experts, in multiple offices around the world, ensures the quality of delivery and high ethical standards that we and our clients require. We bring together a global network of experts, who contribute their experience and knowledge, where and when it is needed. Our core service lines include education, infrastructure and climate change, inclusive markets, governance, justice, security and peacebuilding, public financial management and revenue reform, mining, oil and gas as well as cross cutting services, such as monitoring and evaluation.

We are a certified B-Corp with a triple bottom line of financial, social and environmental accountability. In 2021, B-Corp selected us as one of the Best for the World™ B-Corps for “Workers” and “Customers”. We have also set a strategic objective of becoming carbon neutral by 2025 and a net positive contributor to the environment by 2030. By sharing our knowledge and experience, we help to improve learning in our industry, as well as the positive impact we can have on people’s lives. 

JOB CONTEXT & PURPOSE:

Adam Smith International is seeking a highly organized and detail-oriented Office Manager to join our Islamabad office. The incumbent will be responsible for overseeing the smooth functioning of office environment and providing essential support to our team members, as well as liaising with external stakeholders relating to office maintenance and office visits. Besides, they will manage ASI office facility; arrange logistics, bookings, events; and foster a positive office culture.

KEY RELATIONSHIPS:

Internal

  • Pakistan Operations Team (includes other Office Managers, Fleet Coordinators and Facilities Staff)
  • All employees at large, particularly the Program Managers
  • Diverse set of consultants associated with programs
  • Finance Team
  • Security Team
  • IT Team

External

  • Vendors and Suppliers
  • Contractors
  • Building Management
  • Local City Administration


KEY TASKS:

  • Facilities Management
  • Administrative Management
  • Financial Management (invoices, payments etc.)
  • Office Communication and Coordination
  • Compliance
    and Policies

KEY ACCOUNTABILITIES:

  • Ensure smooth day-to-day operations of the office, including facilities management, assets maintenance, and supplies.  
  • Manage and safeguard corporate and project assets and maintain updated project and corporate asset registers.
  • Facilitate all procurements (i.e. posting the procurement advert/circulating the RFQ/RFP, arranging procurement evaluation committee meetings, preparing the evaluation matrix, obtaining approvals, issuing the purchase order, coordinating with the supplier of goods/service delivery) and ensure adherence to ASI’s procurement policy while initiating and planning all corporate and programme procurements.
  • Ensure all supplier invoices are reviewed carefully and submitted to Finance within three days of receipt. This includes ensuring accuracy and validity for corporate/project expenditure as per company and client requirements.  
  • Plan, coordinate, and execute logistics for project and corporate activities.
  • Make all travel and accommodation arrangements for the staff/associates while practicing VfM.
  • Oversee office’s running expenses, repairs, assets and inventory management.
  • Organize successful and cost-efficient events for the office like meetings, trainings, seminars and workshops.
  • Make sure that all contractors, vendors for the company have an active an updated contract. 
  • Lead on data management and reporting of Operational KPIs on a monthly basis. 
  • Oversee the fleet operations of the Islamabad Office and prepare fuel and vehicle usage variance reports.
  • Supervise Fleet Coordinator and facilities team for a productive and positive work culture.  
  • Develop and implement efficient filing systems and document control procedures.

Job requirements

QUALIFICATIONS:

  • Desirable – Masters in a relevant subject
  • Good undergraduate degree in a relevant subject
  • Field of education - Business Administration, Supply Chain Management, Finance or relevant areas

EXPERIENCE REQUIRED:

  • At least five years of experience in office management.
  • Experience in similar role within the International Development sector will be an added advantage.
  • Proven ability of negotiation techniques and adept management of supplier relationships.
  • Experience of handling sensitive and confidential information with the utmost discretion.

COMPETENCIES:

  • Collaboration and teamwork
  • Personal impact and effectiveness Planning and delivering results
  • Quality and accountability
  • Continuous improvement
  • Communication and knowledge management

KNOWLEDGE:

  • Understanding of how to access information; policies and procedures to accessing support services.
  • Knowledge of our company vision, values and purpose, and how this relates to their team and individual role.
  • Understanding of the countries and cultures they work in.
  • Understanding of security issues (where needed).
  • Understanding of health and safety issues from an individual and group perspective as it relates to their project/s.
  • Ability to respond to basic health issues with appropriate precautions and advice.
  • Knowledge of how to get things done in the countries they work in.

SKILLS:

  • Basic budget, finance and forecasting skills.
  • Ability to build effective, credible client relationships and networks

ATTITUDE:

  • High level of emotional intelligence in the following areas: self-awareness, social awareness, self-management, relationship management.
  • Excellent relationship building skills.
  • Proactive, self-starter, resourceful.
  • Open-minded, flexible approach to problem-solving.
  • Resilient to changing circumstances and challenges.
  • Achievement oriented.
  • Determination to complete work.
  • Trustworthy, reliable, professional, contentious and accountable.

What We Offer You

Our people are at the heart of our strategy and our decisions. We offer a competitive salary and benefits package, a dynamic and friendly team environment, the opportunity to support a highly successful portfolio of programmes, and support to develop your skills and progress in your career.

The diversity of our workforce makes ASI a great place to work, more creative and resourceful, and underpins strong partnerships. We keep a sharp focus on diversity and inclusion, including through our Equality Action Plan and our Diversity and Inclusion Committee, and through leadership from our Executive Team and oversight by our Board.

We recognise the importance of your life outside of work. We are proud to support flexible working arrangements, and commit to make a success of flexible working arrangements wherever possible. We’ve built a culture to reflect our values, full of likeminded professionals who are smart, passionate and great at what they do.

ASI is committed to continually improving the diversity of our workforce through the attraction, retention and development of a diverse range of talented people. We want people to be comfortable bringing their whole self to work and recognise that inclusion brings further opportunities for innovation and creativity.





Apply By:   

If you are interested to apply. please apply by May 6th, 2024 at Adam Smith International - Office Manager (recruitee.com)

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