View Vacancy – Office Manager – Maternity Cover (01/24 GM)

Main purpose of job:

Managing the day to day running of the office and residence functions of the British Embassy Kinshasa sub-ordinate post in Goma.

Roles and responsibilities:

Goma is a small office with a five person office team.  Therefore the job holder (JH) performs many roles found at larger posts under the title of Office Manager, including Estates Officer, Residence Officer, Visits Officer, Health & Safety Officer, Accountant, Protocol Officer and Administrative Assistant.  The JH reports to and has support from the Goma Corporate Services Manager and works closely with the British Embassy Kinshasa People and Platform Team.  The JH retains overall responsibility for office management in Goma – getting things done, in good time and with value for money.  The JH’s main responsibilities are:

• Platform management: The JH is responsible for ensuring that the buildings, furniture, IT, and communications belonging of the office/residence are fit-for-purpose for staff and visitors and offer good value for money. The JH will be keeping record of all stock (food, cleaning products).The JH will make local purchases and supervise minor local repairs, appoint local contractors and service providers, and with approval of the CSM co-ordinate with Kinshasa, Kigali and London on issues not possible to solve locally. Manage purchasing files and ensure proper filing and archiving of documents  JH is responsible for ensuring the office is well supplied and equipped for all personnel on the platform.
• Oversight of the household team: the JH oversees and guides the work of the office chef, cleaners and gardener, ensuring that they perform their tasks to a high standard, prioritise their tasks appropriately and use their time efficiently to deliver a high quality service, including when hosting diplomatic events and receptions.  The JH will give them weekly tasking and feedback, help them develop their skills and performance, co-ordinate their leave, liaise with their employer (the landlord) as necessary, and deal with any performance issues.
• Co-ordination and support for UK government official visits to Goma: the JH keeps a calendar of visitors and ensures that their accommodation, transport (with the support of the transport manager), and programme requirements are met.  The JH arranges for rooms in the residence to be prepared, books hotel rooms as necessary, arranges airport/port transfers, buys travel tickets, arranges meetings as required.
• Transport and protocol issues: the JH is responsible for managing the office’s daily transport needs, including  supervising the fuel management system, the vehicle fleet maintenance and other transport miscellaneous works/purchases. The JH is also responsible for supporting on protocol issues, including drafting, delivery and follow up of Note Verbale(s) and maintaining relationships with the Governor’s office, police and DGM.
• Performance of accountancy duties: the JH is responsible for daily cash transactions and administrating a petty cash account (worth $5k per month approximately). The JH is responsible for completing the monthly account and ensuring it is up-to-date daily to ensure effective oversight of finances. The JH seeks authorisation for various payments. The JH will submit the NPA on time to the Corporate Services Manager. Ensure payment of invoices to suppliers in accordance with Embassy procedures; proper management of funds made available and security of embassy funds;
• Political and programme assistant tasks: The JH may also be required to support other members of the Embassy team on political and programme tasks, this could include maintaining relationships and arranging meetings with political contacts such as civil society organisations, and supporting with programme management tasks for British Embassy development and humanitarian programmes such as conducting asset or finance spot checks of partner organisations.

Resources managed: 

Oversight of the work of four household staff, who are contracted by the office landlord 
Management of a petty cash account.

• Experience of working in finance/administration
• Ability to integrate into a multicultural team

Language requirements: 

Language:  English, French, Swahili

Level of language required: Writing and speaking operational  level