Contexte et mission :
Manage professional office administration and efficient operations of the Country Office in line with relevant CBM standards.
Document and maintain updated administrative processes and procedures; initiate and lead regular reviews to ensure clarity and efficiency.
Ensure that CBM is complying with in-country regulatory requirements such as registration and related annual reporting to relevant authorities;
Effectively line-manage the administrative staff based on performance.
Handle logistics including travel bookings and visitor schedules, including establishing a regular travel and visitors plan.
Handle visa applications for visitors and expatriate staff.
Handle the practical organisation of office meetings, workshops, training.
Provide secretarial duties, including handling of official correspondence with authorities, business registrations, etc.
Provide support to the Country Director specific to the operational requirements of his/her position, such as schedule management, minute taking, report writing.
Ensure office and property/facility management, including office cleanliness, organising and overseeing maintenance and repair works on CBM premises or on CBM assets; facilitating and following up on Accessibility and Inclusion audits.
Put in place and maintain relevant insurance contracts.
Ensure professional receptionist services for the office.
Organize Guard service security of the premises, keep up-to-date contact with Security Company and oversee the security guards work.
Take responsibility for record keeping and filing of important administrative office documentation; manage the office archives.
Serve as custodian for and disburse petty cash fund (imprest account), liquidate and replenish in a timely manner.
Support the timely procurement of goods and services to address the needs of the Country Office; act as a member of a vendor/supplier selection committee.
Ensure oversight and management of Country Office IT systems and maintenance, access to Navision (where relevant), Sharepoint and other relevant programmes.
Collaborate closely with the Country Finance and Regional HR Manager to ensure cross-functional policies, procedures and practices are harmonised and streamlined where relevant.