JOB DESCRIPTION

JOB TITLE: Office Manager
PROJECT: Haiti Integrated Financial Management System (IFMS)
JOB LOCATION: Port au Prince, Haiti
REPORTS TO: Chief of Party
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BACKGROUND

The IFMS project is a USAID-funded, three-year project whose objective is to provide technical, logistical and managerial strengthening support to the Ministry of Economy and Finance (MEF) for the restoration, operation and expansion of both the telecommunications infrastructure and the financial management system. The principal focus of the project is procurement of hardware, software and training for MEF institutions (including tax, customs and budget) and other key government ministries and offices.

DUTIES AND RESPONSIBILITIES

• Respond in a timely manner to administrative assistance requests from Chief of Party.
• Supervise support staff, including drivers, administrative assistant, cleaning and gardening personnel.
• Coordinate with procurement officer and accountant to manage procurement of office supplies; supervise maintenance/repair of office equipment, air conditioners, vehicles; and rovide procurement status reports and inventory summaries.
• Maintain Inventory Systems up to date
• Ensure that administrative documentation is well organized, including electronic and manual archiving of all documents for easy access and retrieval of information.
• Maintain personnel files in an orderly manner.
• Prepare and distribute notes from weekly staff meetings.
• Coordinate with Project Management Unit in Chemonics Home Office.
• Undertake other duties as assigned by Chief of Party.

QUALIFICATIONS and KEY COMPETENCIES

• Education and Experience: Bachelor’s degree and at least five years of relevant experience in Haiti or the U.S. are required. USAID project experience is highly desirable.
• Computer Skills: Ability to effectively use computer software including word processing and basic spreadsheet applications, archive and retrieve documents efficiently.
• Organizational Skills: Ability to work independently with minimal supervision, prioritize multiple work assignments in an extremely fast-paced environment, organize work efficiently and meet deadlines, and to exercise good, professional judgment that reflects positively on the image and communicates the established program message of the IFMS project.
• Interpersonal Skills: Ability to work in a professional and cordial manner with fellow staff members, subcontractors and vendors, governmental entities, support organizations, and the general public; set a positive example for support staff.
• Language Skills: Fluent French and functional English are required (both writing and speaking).