Office Manager – Voluntās Meaningful Societies in Tunis عودة إلى الفرص

About Voluntās (Latin: will, goal, purpose, meaning)
Voluntas is a development consultancy that puts purpose above profit and aims to fundamentally change how human potential is led and realized. In our Meaningful Societies pillar, we provide fact-based policy options and recommendations based on extensive research and analysis in fragile and conflict-affected regions. Our goal is to have a positive, sustainable impact on populations affected by crisis in order to improve their living standards and access to rights. We collect data, conduct analytics, and generate insights for both the private and public sectors. We use our insights to underpin strategic thinking and evidence-based decision making.

We work extensively in the Middle East and North Africa region with a wide range of clients including UN agencies, international NGOs, major donors, and private companies. Our projects focus on policy and programming, research, needs assessments, perception studies, context monitoring, and monitoring and evaluation. We work on thematic areas such as governance, conflict resolution, political economy, informality, migration, prevention of violent extremism, youth, gender, human rights, employment, health, water, food security, and WASH. To further support our portfolio of projects in the region, we are looking to hire an Associate for our Tunis office.

Your Ethics

• You put honesty above compassion
• You put self-awareness above self-confidence
• You put facts above emotions
• You put humbleness and hard work above good intentions

The role

The Office Manager will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control.

Voluntas is looking for an energetic professional who enjoys wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, he/she enjoys the administrative challenges of supporting an office of diverse people.

Main Competencies

• Proven office management, administrative, or assistant experience with at least 4 years of relevant experience from a top-tier consultancy, international organization or equivalent
• BA in Business Administration, Management and Finance
• Knowledge of office management responsibilities, systems, and procedures as well as financial management & accounting
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge and interest of human resources management practices and procedures
• Knowledge of business and management principles
• Excellent knowledge of Microsoft Office suite (Word, PowerPoint, Excel)
• Excellent communication skills, including written and spoken English, French and Arabic
• Cultural awareness and ability to work in a team

Main Responsibilities

Administration

• Serve as the focal point for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Provide general support to visitors
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Participate actively in the planning and execution of company events
• Responsible for developing standards and promoting activities that enhance operational procedures
• Coordinate office staff activities to ensure maximum efficiency
• Ensure filing systems are maintained and current
• Establish and monitor procedures for record-keeping
• Design and implement office policies and procedures
• Oversee adherence to office policies and procedures
• Monitor and maintain office supplies inventory
• Maintain a safe, secure, and pleasant work environment

Human potential

• Assist the Voluntas HR function by keeping personnel records up to date, arranging interviews and so on. In charge of HPD (Human potential development)
• Partner with HR to maintain office policies as necessary

Project Implementation

• Assist on project delivery (finance and administrative tasks)