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Job Description and Specifications
Title: Office Manager
Reports to: Chief of Party
Supervision of: Drivers and Office Attendants
Location: Monrovia, Liberia
JOB SUMMARY:
The Office Manager has the responsibility for the daily management and logistics functions of the
office. The Office Manager will supervise the Drivers and Office Attendants and report to the
Chief of Party.
MAIN RESPONSIBILITIES AND TASKS:
HR/Administration
➢ Maintain up to date InfraWASH staff directory with titles and contact information and
provide a revised version to Home Office every time there is a staffing change.
➢ Support new hiring process, including posting of advertisements, scheduling interviews,
collection of EBD and salary backup information, preparing draft contracts based on
standard template, and other duties as assigned.
➢ Preparation and update of personnel records.
➢ Supervise and ensure the maintenance of personnel records including work, leave, sick
records and prepare reports as directed by the CoP.
➢ In consultation with the CoP, support maintenance of office policy and procedural
manuals for all staff.
➢ Supervise and coordinate drivers, security staff, office helpers and cleaning contractors
and other personnel as directed by the CoP.
➢ Train and supervise support staff as required.
➢ Represent InfraWASH at administrative and management related forums as required.
Financial
➢ Support the senior project accountant when necessary as directed by the CoP.
Procurement
➢ Support the CoP in procurement activities, including solicitation preparation, cost
estimates, advertisements, bid evaluation and recommendations, drafting contract
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agreements, and monitoring procurement activities. Procurement tracker will be
updated and submitted weekly to the CoP.
➢ Serve as primary liaison with office and leased residences landlords and management of
the lease agreements and maintenance needs.
➢ Holds and manages Advance Cash Account for local procurement actions, as approved by
COP/ACOP.
➢ Reconciles Advance Cash Account with Administrative Assistant Finance each month, as
a minimum.
➢ Maintain a contact directory of relevant vendors, government offices, businesses, etc.
update it regularly and as required.
Security
➢ Serve as InfraWASH’s Safety and Security Officer with appropriate representation and
coordination with USAID and Tetra Tech to ensure up-to-date security program
maintenance.
➢ Maintain and update the Tetra Tech Emergency Contact Rosters and phone tree.
➢ Physically maintain and secure sensitive data
Inventory/Property
➢ With CoP, support development and maintenance of property inventory and
management.
➢ Oversight of control and accounting of property held in stock until distributed to the
designated project staff, office unit or other identified recipient.
➢ Establishment and updating of stock control records, and issue records to persons
and/offices throughout the project.
➢ Performs stock and property checks in coordination with Senior Accountant, as directed
by CoP.
➢ Issues and receives issued items from personnel arriving/separating from the project,
coordinating with IT Officer for computer configuration/cleaning as required.
Logistics
➢ Day-to-day management of the InfraWASH office space.
➢ Ensure provision of available electricity/ generator, water supply, mobile phones, and
other utilities and services as required. This includes monitoring and maintaining
adequate fuel supply levels for the office generators, and generator supplies including
scheduling and supervision of fuel deliveries.
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➢ Monitor field office generator O&M log ensure data is correctly entered on a weekly basis
and provide monthly update to COP on generator operations and maintenance status.
➢ Monitor project vehicle fleet in Monrovia and project cities, including driver O&M logs,
updating electronic vehicle O&M logs on weekly basis, submitting O&M log to DAF and
COP on monthly basis. Monitor regular vehicle maintenance is conducted in a timely
manner.
➢ Arrange logistics (hotel reservations, airport transfers, temporary mobile phones, etc.) for
expat STTA or other visitors.
➢ Regularly inspect all office and residential appliances and equipment and arrange for
immediate maintenance and repair or replacement of non-functioning items; ensure the
replacement of defective lighting and electrical fixtures; provide cleaning schedules for
necessary equipment, including air conditioners-cooling/heating systems.
➢ Monitor office interior and exterior cleanliness and maintenance, including the identification
of additional routine and emergency services (electrician, plumber, carpenter, etc.) as
required.
➢ Inspect all office furniture, equipment, materials and supply storage areas to ensure proper
stocking, accountability for items stored and reconciliation, verification of inventories as
applicable.
➢ Process work permits, visas, and similar paperwork for expats as required.
➢ Manage the facilitation of special events, staff meetings and workshops at InfraWASH
offices as requested, including catering, invitations, and preparation of materials as
required.
➢ Support and coordinate organization of offsite workshops, trainings, or other events
including reservations and payment for space, preparation of materials, catering, etc.
➢ Assist COP, LE, and other staff in making meeting appointments as needed, including
scheduling interviews and arranging transport.
➢ Travel to upcountry project cities to oversee overall field office condition, assets and
operations. Make improvement recommendation when necessary. Maintain regular
communications with field office administration staff to ensure uninterrupted field office
operations.
➢ Other duties as assigned by COP.
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How to Apply
Interested and qualified candidates are asked to send their current curriculum vitae (CV), 3
references, and a brief cover letter explaining why they are qualified for the position to:
LiberiaInfrawashjobs@tetratech.com
Subject of the email should read “Office Manager” Or apply through the system below.
Closing date of submission is 10 January 2020
Short-listed candidates will be contacted for interview.
Selected candidates will be hired as soon as they are available.
Compensation will be commensurate with relevant experience.
Tetra Tech is committed to diversity and gender equality in all its operations. We encourage
applications from women and underrepresented groups. Tetra Tech is proud to be an Affirmative
Action/Equal Opportunity Employer.