job description office manager
DESCRIPTION
Job VacancyOffice ManagerWe are looking for a new colleague to manage all support operations in our Sarajevo Office.The right candidate has more than five years of previous experience in the field of administration, is well organized, takes initiative, has good planning skills, operates well as part of a small team, values an atmosphere of trust and support, is positive, treats the unexpected as a challenge rather than a problem, has good spoken & written English, is computer literate, and is a citizen of Bosnia and Herzegovina. The Office Manager position is responsible for coordinating and implementing all administrative support for tourism activities in Green Visions. Specific areas of her/his responsibility include finances, legal, logistics, personnel, inventory, procurement and communications. Equally important is that she/he cares for both people and the environment, believes that making a difference is possible regardless of what others think or say.Conditions This vacancy is open to all. We are an equal opportunity employer and encourage anyone (female/male, people with disabilities, old/young, single/married, with or without children) to apply for the above position.Starting date: February 2014Working hours: 9 to 5, five days in the week Holidays: all state holidays plus 18 days off during the yearTRANSCRIPT
Job Description
Office Manager
Specific Responsibilities include the following :
Financial management & Accounting1. Coordinate bookkeeping with Finance/Accounting office personnel on a weekly basis.2. Monthly financial reports (to be developed) on current budget situation.3. Participate in trip & project development, especially giving input into budgets and
payment schedules.4. Processing and Payment of all trip and project related expenses.5. Oversee and evaluate that all project and product expenses are appropriate and correct.6. Advise when appropriate effective cost savings measures for all projects and products.
Legal1. Prepare and evaluate legal contracts for our projects, business ventures, and local
partnership agreements, e.g. transport companies, hotels, rafting clubs.2. Coordinate with legal institutions, Notary, accountant, government institutions etc our
legal needs.3. Make sure GV complies to all minimum legal standards regarding, accounting practices,
employment, taxes, travel and work insurance, company operation, etc.Logistics
1. Maintain vehicle logs & documents, maintenance schedules.2. Procurement of office supplies or other equipment needed for day to day running of
tourism and project activities.3. Develop policies and procedures for the use of GV and rental vehicles by full time and
par time staff.
Review, Reporting & Communication1. Continuous review of the effectiveness of all Administrative Systems in place in the
organization.2. Review ongoing communication needs of the organization. Ensure that expenses are
reasonable and within acceptable limits.3. Maintain and/or set up adequate online and offline filing and correspondence systems
for the organization.4. Report via email, telephone, or a meeting on a weekly basis to Director on
administration related matters5. Create, keep and update files on Google Docs / GV Server on all discussed, proposed, or
implemented Products / Trips / Activities6. Create and evaluate monthly planning reports covering all administrative support
related Activities-7. Respond in a timely manner to all emails/faxes/telephone calls
Radnička bb, 71000 Sarajevo, Bosnia and HerzegovinaTel/+387 (0)33 717290 | Mobile +387 (0)61 213278 | [email protected] |
www.greenvisions.ba
Assist in any other matters as may broaden the quality and impact of agency programs, or the profile of the agency
1. In representing the agency, adhering to the principles of the agency as outlined in the various publications on file.
2. Carry out all other tasks deemed necessary for Green Visions' success, its accountability to the clients and donors.
3. Adhere to GV policies and procedures and contribute to the improvement of these policies and procedures.
4. Develop, and introduce effective and suitable internal policies and procedures that assist the team in successfully completing its goals and activities.Actively contribute and participate in (y)our vision.
5. Carry out all other tasks deemed necessary for Green Visions' success, its accountability to our clients, partners, communities, government institutions and donors.
You are directly responsible for planning each of your Activities. You will ALWAYS have to include the following elements in each Planning Document:
• clear focus which is communicated and adhered to• detailed set of tasks and activities to be implemented• realistic time lines, schedules and deadlines.• description of resources, including budgets, food, human/guides, logistics, and gear• formal evaluation process incorporated for both yourself and support staff• identify the risks and uncertainties and ways of how to mitigate and overcome them• set of quantitative and qualitative indicators• create and evaluate monthly planning reports covering all your main responsibilities
Supervisory ResponsibilitiesIs responsible for the overall direction, coordination, and evaluation of the administrative support structures in Green Visions. The Office Manager directly supervises all administrative support staff, i.e. receptionist, administration assistant, administration volunteers or GV staff with specific administration responsibilities. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include planning, assigning, and directing work; addressing complaints and resolving problems
Work AppraisalMonthly planning reports are due by the end of each month reporting on the previous months objectives as well as outlining in detail what is planned to be achieved in the following month.
Radnička bb, 71000 Sarajevo, Bosnia and HerzegovinaTel/+387 (0)33 717290 | Mobile +387 (0)61 213278 | [email protected] |
www.greenvisions.ba
Each report is discussed with your supervisor. Two work appraisals are planned each year with your supervisor on the basis of which your personal contribution is evaluated.
QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or ExperienceUniversity or equivalent; or 5 to 10 years related experience in administrative support in a project and or tourism setting, or equivalent combination of education and experience.
Language SkillsAbility to read, analyze, and respond in both English and B/H/S to common inquiries or complaints from customers, or members of the business community.
Reasoning AbilityAbility to define problems, collect data, establish facts, and draw valid conclusions.
Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Other Participate in the development of our project consultancy strategy. Adhere to our Green Visions Policies and Procedures. Actively contribute and participate in (y)our vision. Assist in other Green Visions activities as needed and assigned by the Management Team.
Radnička bb, 71000 Sarajevo, Bosnia and HerzegovinaTel/+387 (0)33 717290 | Mobile +387 (0)61 213278 | [email protected] |
www.greenvisions.ba