Office Manager @ International Justice Mission
(práce v Polsku)

Office Manager @ International Justice Mission

Polsko

Education & Experience:  

• Bachelor’s degree in business management, Office Administration, Human Resources, or a related field, master’s degree preferred.
• A minimum of 3 years’ experience in a busy administration or procurement office.
• Prior experience in HR/Recruitment is a plus.

Technical Competencies: 

• Fluent in written and spoken English and Polish.
• High level of proficiency with Microsoft Excel, PowerPoint and Outlook.

Non-Technical Competencies:

• Passionate commitment to IJM’s work, mission and values including bridge building and professionalism.
• Servant leader, humble and diplomatic
• Courageous, ability to think creatively and innovatively.
• Attention to detail, highly organized and disciplined with priorities.
• Professional in demeanour, appearance, writing and oral communication.
• Excellent planning with great attention to detail.
• Excellent presentation and communication skills.
• Works well under stress with a sustained positive attitude.
• Exceptionally high level of honesty and integrity.
• Ability to contribute outside of the designated areas of responsibility, team player.

Other requirements: 

1. Full-time (40 hours per week) 

2. Ability to travel within Poland and Europe, up to 30% of the time. 

3. Polish driver’s license is a plus 

Please note that we reserve the right to contact only selected candidates.

Position Overview: 

In connection with the opening of our new office in Warsaw, we are looking for a dedicated Office  Manager. He/she will work in close collaboration with the Director of Operations to support and  provide efficient administrative services and ensure regulatory compliance for the operations of the  Foundation. The position also plays a central role managing vendors and payments, submitting  financial documents and other reports both internally and externally as necessary.

This position reports to IJM’s Director of Operations for Poland. 

Policies and Regulatory Compliance: 

• Lead and advise on regulatory compliance and oversee vendors who are responsible for submissions of documents like real beneficiary, FS, payroll declarations, etc. for the Foundation to ensure timely and compliant filings.
• Advise and ensure labour and workplace statutory requirements are met.
• Follow up on procurement policies and procedures periodically, review best practice and  recommend changes, improvements, and enhancement of the procurement processes if needed.
• Assist in drafting policies and procedures.

Networking & Partnership: 

• Identify and create a network and database of prequalified vendors to service IJM needs.
• Create and maintain good relationships with suppliers.
• Network with procurement bodies and professional associations to assure best practice in IJM.
• Develop opportunities for tax donations through business affiliated associations.

Documentation, Reporting & Data Management:

• Maintain up to date financial logs and administration functions.
• Prepare and submit payment request forms, expense reports and credit card reports in-line with IJM internal procedures.
• Ensure compliance for all regulatory reporting and GDPR compliant data management.
• Provide periodic reports as needed to the reporting manager and to the Director of Operations.

Events and Logistics: 

• Support and coordinate all logistics, financial reporting and costs related to event(s) and visitor groups.
• Coordinate and assist in logistics for local and international travel documentations such as  visas, passports, accommodation, bus/vehicle hires, etc.
• Coordinate the stay and visit of office visitors.
• Host visitor and key donor groups to the office and develop agendas for their stay.

General tasks:

• Prepare credit card payment request forms and expense reports.
• Prepare all regulatory preparations for staff, volunteers and visitors in the office.
• Maintain and operate an efficient system of communication for key events, retreats, and other  group work functions.
• Receiving, recording and dispatching incoming and outgoing office letters and documents in a systematic manner.
• Maintaining an efficient and well-organized filing system for all organizational documents.
• Processing various monthly bill payments.
• Reviewing and maintaining all expense reports and filing them in an organized manner with  required parties, firms and internal controls.
• Assist with budget planning and tracking.

,[The success of this role is measured by the following KRAs: , Management of foundation legal requirements including: real beneficiary, board of directors meetings, extras from special register for foundations, any additional legal requirements that article of incorporation asked for; and all statutory filings for compliance including financial requirements working with firms to achieve the same. , Managing and ensuring legal requirements for residency or volunteer visas and permits. , Team up with the Procurement Lead at IJM’s European Anti-Trafficking Program (EATP) to regularly review and update office purchasing processes to keep it smooth and effective. , Create, maintain and develop good relationships with suppliers/vendors including written agreements to ensure value for money and timely delivery of goods and services. , Coordinate office events, provide support to external trainings and visitors and supporters who visit the office. , Provide administrative support (IT and security included) and project management to ensure timely delivery of projects. ] Requirements: Excel, PowerPoint, Outlook, Degree, Communication skills, HR/Recruitment Additionally: Private health care, Paid leave starting at 21 days, Robust staff care resources.

Kategorie

officeAdministration

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