Job Vacancies Project Concern International, June 2012

Job Vacancies Project Concern International
Position: Office Manager
Location: San Diego, United States of America
Closing Date: Monday, 30 July 2012

Founded in 1961, PCI is an international development and humanitarian assistance organization dedicated to promoting community health and integrated development worldwide. PCI is headquartered in San Diego, CA, and currently operates in 16 countries in Asia, Africa, and the Americas. Sectoral focus areas include humanitarian assistance and disaster risk management; health and nutrition; water and sanitation; food and livelihood security; and disease prevention and mitigation. With a FY11 operating budget of $ 34 million, PCI serves nearly 5 million people annually.

The office manager supports, maintains, improves and manages the D.C. Office. The primary responsibilities include general office/facilities matters, office supplies and provide an array of administrative assistance to the D.C. staff in the areas of: communications; networking; travel and other logistics (including special events. S/he provides logistical support and assistance on special projects such as program support, documentation, proposal research and preparation, and/or other DC organizational development projects. S/he will also be the liaison between the International Office (IO) and the DC office on administrative and facilities tasks.

KEY RESPONSIBILITIES:
1. Administrative
Office supply coordination – local purchases and/or ordering materials through the IO
Equipment administration/maintenance– monitor onsite equipment: i.e. computers, fax machines, phones, printers, etc., reporting problems and arranging for support/repair/assistance, as needed.
Calendar administration– manages, prepares and submits a written monthly calendar (including prioritization of activities & tasks) for DC staff meetings
Assist HR Group – onboarding new employees in the DC office e.g. obtaining furniture, setting up phone lines, email address, walking new employee through the on-boarding process: i.e. providing benefit information, answering basic questions, supporting company programs, recruitment support (including travel arrangements)
Handle reconciliations – petty cash and credit card reconciliation
Prepare expense reports or staff when they return from travel
Process and prepare check requests for IO Finance
Facilitate the planning, organization, and implementation of PCI DC events
Perform informational research as requested
Word processing & Excel sheet management
Provide proof reading, editing, and formatting for proposals for each of the technical specialties
Printing, copying and binding
Assist Finance on late LDS submissions

2. Facilities and IT
General facility administration point of contact for building management and vendors
Responsible for procurement of needed facility items with oversight from Facilities Manager at IO
Monitor condition of office so that it is always presentable for visitors
Responsible for maintaining of inventory of all loaner IT equipment in DC office
Assist DC staff with Check out Check in procedures for lap tops that travel outside US or DC office/home environment
Interface with all local IT support, including ISP and telecom suppliers

3. Communications and Program Support
Provide backstopping tasks for out of office staff
Facilitate DC/IO staff meetings by preparing agenda, coordinating attendance and go to meeting set-up
Support the Senior Technical Officer for MCHN; and other senior technical support as requested
Support the Gender Equity Commission
Participate in TSU & PODD meetings when appropriate
Assist in providing any information and/or data requested by IO staff (annual report, newsletter, fact sheets, web page, etc.) as needed
Assist in DC Office communication/coordination with the IO in San Diego via email, Skype, go to meeting etc
. Coordinate with IO staff on supporting and managing interns and Fellows

4. Information storage, retrieval and circulation
Responsible for all filing and ensuring copies are appropriately distributed
Assist in the streamlining and improvement of current information systems, including electronic and hard copy filing systems
Manage systems for communication and coordination (such as electronic filing)
Assist in the development, maintenance and coordination of database information systems (such as DC contacts)

5. Travel and other logistics
Provide logistical support to visiting PCI staff and other guests including hotel arrangements, office orientation, etc
. Facilitate scheduling of travel, special events, meetings, etc
. Provide logistical support and administration for special events, meetings, etc
. Arrange domestic and foreign travel, lodging and related for DC staff as needed
Assist with arrangements for visas, necessary health precautions (such as, inoculations), and other travel documentation as required
And any other duties as assigned by your supervisor.

REQUIRED QUALIFICATIONS:
Bachelor’s degree or technical training & 3 additional years of experience
3-4 years professional experience with 1 year in similar position.
Excellent communication/coordination skills
Excellent organizational skills, detail-oriented, including ability to prioritize and manage multiple tasks
Strong research and writing skills
Ability to take initiative, solve problems, anticipate actions, and to use creative means to complete tasks
A passion for the mission and values of PCI
Ability to work as an integral part of a team, taking guidance and input from a variety of staff
Computer skills including word processing (Microsoft Word), spreadsheets (Excel), presentations (PowerPoint), graphics, Skype and go-to-meeting
Must be authorized to work in the United States
Fluency in English and one or more second languages is preferred
Please note: No Relocation Paid. Must be authorized to work in the US.
PCI is an equal opportunity employer.

How to apply:
APPLY VIA URL:
http://pciglobal-openhire.silkroad.com/epostings/submit.cfm?fuseaction=a …

PCI
5151 Murphy Canyon Rd, Suite 320
San Diego, California 92123
Tel: (858) 279-9690
Fax: (858) 694-0294




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