Senior Office Manager at Creative Associates - LEARN to Read Project

Creative Associates International is a fast-growing, social impact company that specializes in the areas of education, economic growth, democratic transitions, and stabilization in post-conflict environments. Based in Chevy Chase, Maryland, this global development organization has a field presence is more than 25 countries and a strong client portfolio of that includes the U.S. Agency for International Development and the State Department.Since its founding in 1977 by four enterprising women, Creative has earned a solid reputation among its clients and is well-regarded by competitors and partners alike.Creative Associates International has been working in Nigeria for more than a decade to support education programs in Nigeria.

We are recruiting to fill the position below:

Job Title: Senior Office Manager

Location: Abuja (FCT)

Program Description

• Funded by the U.S. Agency for International Development and in close partnership with federal partners and select Nigeria States (designated as legacy [Bauchi and Sokoto], launching (Adamawa) and technical assistance), the five-year Leveraging Education Assistance Resources in Nigeria (LEARN) project will support sustainable improvements in reading outcomes for first and second grade pupils.
• The goal of LEARN is to strengthen and scale early grade reading (EGR) best practice by ensuring that standards-based, context-appropriate assessment, materials, training, and administrative supports needed to improve literacy skills for P1-2 pupils are embedded within the federal policy, funding, and monitoring frameworks, and state and local authorities have the implementation protocols, capacity, and resources to carry out and sustain standards-based, data-driven EGR reform.
• The project objective is to instill ownership in and build capacity of school-community, local, state, and federal systems to establish a base for adequate, consistent data-driven funding, monitoring and performance that increase the equity, inclusion, and wellbeing necessary to achieve sustained EGR gains. LEARN will therefore be building on lessons learned from prior Nigeria reading programs to introduce a flexible, cost- efficient EGR intervention model that can be tailored to state contexts.

Job Summary

• The Sr. Office Manager will perform a broad range of operations, logistics and office management duties.
• The Sr. Office Manager will be responsible for intra-office communication, office building/supply management, streamlining administrative and operational procedures, inventory control maintenance/management, and staff supervision.

Essential Duties

• Provide leadership of overall property management and inventory control, reports, custody control documents and reconciliation of both expendable and non-expendable inventory, including data entry to SharePoint, oversight of spot checks/verification, and more according to USAID rules and regulations.
• Conduct cycle inventory reconciliation and conduct planned inventory exercise maintain and updating the assts inventory records for the project.
• Management of assets and property including up-dating master property register, tracking of property movements, maintenance of all office supplies and equipment and scheduling of repairs and replacement.
• Coordinating internal and external meetings and training for the project. This may include booking venues and refreshments, coordinating invitations and schedules.
• Manage the project vehicles by supervising its usage allocation, repairs, services, and maintenance. Prepare and submit relevant vehicle reports including movement, monthly fuel consumption and maintenance.
• Coordinate all logistical support for staff, international staff, STTAs and Consultants including transport and other travel requirements, hotel accommodation etc.
• Management of Vehicle Pool and Transportation: Organize the allocation and daily availability of vehicle(s) and establish tools for vehicle follow-up (logbooks, vehicle booking process etc)
• Controls store inventory levels by conducting physical checking and counts with timely reporting on stock status to project for stock replenishment.
• Liaise with IT Manager to ensure staff and office IT infrastructure is established and fully functional.
• Maintain employee telephone lists, Project Operations Guide, desk/office assignments, and floor map.
• Liaise with building landlord as required for premise management and maintenance
• Collate all used log sheets from car vendor, with invoices and request for payment to process payment for each month.
• Manage the monitoring diesel consumption of generators to ensure diesel for generator doesn’t go below buffer stock level.
• Manage the monitoring and reporting generator preventive and maintenance due hours with a view to alerting the service company.
• Establish and maintain a well-functioning logistics support operation for the office – effective coordination and use of vehicles.
• Arrange for the repair and maintenance of office equipment and machinery to ensure that staff works effectively without any disruptions.
• Perform any other project related duties as specified by the Senior Operations Manager.

Qualifications
Minimum Required Education & Experience, Skills and Abilities:

• BA / B.Sc Degree required, and MA/MS degree desired.
• Undergraduate degree in business administration, management, or related field required, Master’s degree preferred.
• At least 8 years of prior work experience including at least 5+ years of specific experience in office management/administration.
• Must have at least 4+ years of direct supervisory experience with groups or teams of staff required.
• Knowledgeable about USAID Rules and Regulations, previous experience working on USAID-funded projects preferred.
• Strong knowledge of USG procurement rules and regulations.
• Strong ability to use and develop management and tracking systems.
• Excellent communication and interpersonal skills.
• Excellent record keeping and documentation skills.
• Proficiency with MS Office Suite including Excel and Word;
• Advanced knowledge of Spoken and Written English required.

Application Closing Date
28th December, 2023.