Office Manager for WASHFIN 2 Project

The USAID-funded Water, Sanitation, and Hygiene Finance 2 (WASH-FIN 2) project, implemented by Tetra Tech International Development (International Development Jobs – Tetra Tech), is currently accepting expressions of interest for an Office Manager for a planned new water and sanitation activity in Liberia. The position is expected to last approximately three (3) years and will be based in Monrovia, Liberia with required periodic travel upcountry.

Project Description: The WASH-FIN 2 Liberia activity is expected to support the Government of Liberia at both national and decentralized levels in its efforts to improve water and sanitation sector service provider performance and governance. Activities are expected to include technical assistance (TA) and grant support to strengthen the Liberia Water and Sewer Corporation (LWSC) and additional individual water and sanitation service providers (WSSPs), including strengthening sector governance, accountability, and transparency within national institutions and LWSC. Examples of specific areas of support include: TA to improve management of existing contracts with the private sector for operation of piped water systems in secondary cities, including capacity building for operators and LWSC; support to improve utility corporate governance, management systems, and performance accountability; TA and capacity building for individual WSSPs in business planning, performance monitoring, customer engagement, and related technical and management systems to improve technical and financial sustainability; and development and implementation of in-kind grant support for catalytic small scale construction interventions such as solarization of pumping systems to boost cost recovery and climate resilience.

Position Description: The Office Manager will be responsible for the day-to-day management of the WASH-FIN 2 Liberia office, which will involve maintaining office management systems, facilitating events and workshops, and overseeing Human Resources Management.

Responsibilities:

* Manage the day-to-day management of the WASH-FIN 2 office in Liberia, and support Liberia office HR, Procurement, and logistic needs remotely; maintain and report on property inventory and management; establish and maintain effective office information management systems including files, hardware, software, and technical support;

* Serve as primary liaison with the office landlord and manage the lease agreement and related office maintenance needs; monitor office supplies and liaising with the Admin/HR Assistant to order new stock as required and approving certain office purchases;

* Support the finance department in ensuring up-to-date invoicing from vendors on service agreements e.g. Internet, Security, etc.;

* Assist the Project Safety and Security Focal point person in coordinating with USAID and Tetra Tech, to ensure up-to-date security protocols and procedures;

* Directly supervise the Administrative/HR assistant; support recruitment processes, using Taleo software as necessary;

* Oversee and ensure the maintenance and proper hard and soft copy filing of work, leave, sick records and prepare related reports as directed by the Liberia Country Team Leader (CTL) and/or Operations Manager for Liberia;

* Prepare contracts for Tetra Tech’s employees, consultants, and short-term assistants; assist technical team in tracking technical consultants’ use of LOE against deliverables in their Scope of Work; assist in preparing, implementing, and evaluating the compensation, benefit, and allowance system;

* Prepare and implement procedures for procuring goods and services consistent with all relevant USG and Tetra Tech policies and procedures; update field office procurement filing system on Egnyte; as and when required, participate on bidder technical and financial evaluation committees; draft local services agreements or purchase orders and coordinate approvals with AFM; coordinate with USAID and local Government regarding tax exemption and duty-free status for procured goods and services;

* Publish RFPs, RFAs, RFQs per AFM instructions; prepare requisition forms and establish purchase orders in Salesforce and ensure salesforce is linked to Egnyte filing system for procurements;

* Verify that invoices received comply with Purchase Orders or Contracts issued and delivery notices, and ensure all relevant required documents are submitted to the AFM or staff in charge of the accounts and filed appropriately;

* Ensure that office security features are always functional and effective (fire alarms, extinguishers, fire escapes accessible and clear of clutter, etc.); support the Ops team’s response in case of a security/safety event; maintain office security by following safety procedures and controlling access to the office via the reception desk.

Qualifications:

*Minimum a university degree or a certificate in a related field is required;

*Minimum five (5) years of experience working in a similar position, preferably for a similarly sized, USAID-funded program/activity;

*Experience managing support staff and have experience establishing and maintaining effective office information management systems including files, hardware, software, and administrative support;

*Experience with lease agreements and office maintenance needs;

*Experience with employee onboarding including interviews and drafting of employment and consultant agreements;

*Familiar with USAID procurement regulations;

*Excellent interpersonal skills, including patience, diplomacy, willingness to listen, and respect for colleagues;

*Must be capable of working both individually and as part of a team;

*Must also be able to create a supportive working relationship among all project teams; and

*Must communicate in English; excellent verbal and written English language skills are required.