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Office Manager

Job Details

Job Details:        Office Manager – India

Reports to:         Country Head, India

Accountable to: Head of International Operations

Hours:               As many as required to fulfil the needs of the post but no less than 40 hours per week

Location:           Bangalore Office

Job Summary

To ensure the smooth running of the India office, including all Finance, Facilities, Membership Data and Back Office issues, to act as Board Secretary for the India Development Panel and to manage the Administration Assistant and the Reception/Administration Executive. Additionally to act as the PA to the Country Head

This role requires strong and effective liaison with various vendors and stakeholders in the UK and the Head of International Operations and the staff in the Bangalore office.

Main Duties and Responsibilities

Reception:

  • Monitoring and Management of incoming telephone calls handled by Reception & Admin Executive
  • Post and courier management
  • Negotiate with vendors for all consumables and office supplies, process requisitions, obtain quotations, conduct purchasing and manage recording and filing of all transactions

Office Management:

  • Ensure the Bangalore office (and any subsequent offices in India) follow all IET operating policies and reporting procedures
  • General property management including negotiation with the landlord, maintenance contractors and other external vendors
  • Ensure all lease contracts, insurance and any other contractual agreements are up to date and managed effectively, including office equipment purchase and maintenance contracts
  • Management of travel arrangements, visa processing and hotel bookings for IET India staff, visiting staff, volunteers and guests in accordance with procedures.
  • Management and recording of purchasing processes for all capital expenditure within the offices, including obtaining competitive quotations, negotiating with vendors, processing purchases, filing documentation and recording
  • To provide secretarial support to the India Development Plan committee
  • Maintenance of an inventory of movable and immovable assets including completion of annual audit and disposal records
  • Manage workload and productivity of all administration staff (permanent and temporary)
  • Developing and implementing new administrative systems, such as record management;
  • Recording office expenditure and managing the budgets
  • Organising the office layout and maintaining supplies of stationery and equipment;
  • Maintaining the condition of the office and arranging for necessary repairs;
  • Implementing/ Amending policies
  • Preparing and disseminating relevant reports (Whereabouts/CES/Budget Tracker etc.)
  • Reviewing and updating health and safety policies
  • Arranging regular testing for electrical equipment and safety devices;
  • Arranging / attending offsite conferences and meetings
  • Project management

Office Accounts and Financial Reporting:

  • Liaise with the local accountants and auditors to ensure they have relevant and reliable documentation and information in order to maintain adequate accounting records and prepare true and fair accounts for IET India
  • Provide monthly management accounts and transaction reports to Stevenage finance department and respond promptly to any finance queries raised by them
  • Liaise with the local accountants and auditors to provide analysis of expenditure and other financial information as required
  • Review at the high level the monthly accounts of IET India prepared by the local accountants and auditors ensuring that they are sent on a timely basis to Head Office and assisting in following up queries with the local accountants
  • Ensuring documentation and information is provided on a timely basis according to the current India calendar
  • Develop a close working relationship with the Finance Department in the Head Office to ensure all financial information requests are supplied efficiently and effectively

Conduct general financial management processes including:

  • Management of budget tracker, including monitoring, upkeep, and distribution
  • Management of purchase processing and purchase ledger upkeep
  • Payment of bills, ensuring authorisation metrics are adhered to
  • Online payment preparation for approval
  • Maintain a daily transaction list of invoices showing the date of invoice, amount of invoice, and who authorised the expenditure, ensuring that they agree to the transactions processed by the local accountants and send copies monthly to Head Office
  • Staff travel and expense processing ensuring all expenses are supported by vouchers, copies of which are sent monthly with the travel and expense report to Head Office
  • Petty cash and employee expense management and reporting

Legal and Financial Compliance:

  • Health and Safety compliance within the operation
  • Legal, financial and taxation compliance with local business licence regulations
  • Arranging Board meetings

Local HR Management:

  • Ensure compliance with local labour laws
  • Employee handbook updates
  • Whereabouts, holiday, sickness and absence recording
  • Liaison with nominated UK Human Resources representative
  • Overseeing the recruitment of new staff, sometimes including training and induction;
  • Liaising with recruitment agencies for recruitment requirements

PA to Country Head:

  • Co-ordination and management of dairy and appointments
  • The organisation of meetings including room bookings and catering
  • Preparation and word processing of reports and correspondence, including the composition of draft responses for Country Head’s signature where appropriate
  • Production of presentations
  • Liaison with senior contacts outside of the IET
  • Arrange internal staff communication meetings

General:

  • Coordinate plans with the International Operations team in the UK
  • Liaise with staff in the Membership and Professional Development department where relevant
  • To undertake any other work as required by the Country Head or Head of International Operations.

This job description is intended as a general guide to the scope of the post and may change in line with the needs of the services or at the request of the line manager.

PERSON SPECIFICATION

Essential:

  • Significant experience in an office environment
  • Excellent communication and customer service skills, with the ability to communicate effectively in English on the telephone, in writing and in-person
  • A positive team member who has the ability to communicate and work effectively with colleagues based in remote locations, as well as in the same office
  • Proven administrative skills with evidence of systematic record-keeping, including all aspects of financial administration
  • Experienced in negotiating with external vendors
  • Can demonstrate the ability to manage staff and vendors
  • Ability to prioritise workload
  • Self-motivated with a strong work ethic, who can work independently
  • Demonstrates initiative and a proactive approach.
  • Proficiency in Microsoft Office software
  • Willingness to travel and attend evening meetings/events and work occasional weekends.
  • People management skills

Desirable:

  • Experience of working with volunteers in a membership-led organisation
  • Experience of working for an international organisation
  • Experienced in working for a Board or Committee, including meeting arrangements and minute taking
  • Experience of working in a start-up organisation

Send CV to careers@theiet.in (Please mention the name of the position you are applying for in the subject line)