Office Manager

Job Opportunity with CGD Europe

• Job title:                      Office Manager
• Reports to:                  Director of HR & Operations
• Location:                     SW1, London
• Hours:                          37.5 hours per week, Monday – Friday. 100% office based.
• Direct reports:            None
• Salary range:               upto £40,000 per annum depending on experience
• Open date:                  17th March 2023
• Closing date:               31st March 2023 @ 10am
• Interviews:                  Week Commencing 10th April 2023

The Center for Global Development (CGD) is an independent, non-partisan, non-profit policy research organization in Washington, DC and London, UK that focuses on the issues and institutions that are critical to inclusive development. Since its creation in 2001, CGD has earned a global reputation as a highly effective “think-and-do tank.” Through rigorous empirical research and active engagement with the global policy community, we focus on the policy intersections of low- and middle-income countries and the governments, institutions, and corporations that can be partners in delivering greater progress.  

Purpose of Office Manager role

To undertake a range of administrative duties to facilitate the smooth operation of the office

Main responsibilities

The Office Manager is a key full-time, 100% office-based, hands-on role. You will have strong experience in office administration and a resilient, pro-active and resourceful approach. You will be the first point of contact for all office enquires from staff, contractors and visitors.  

With your excellent organisation and communication skills, you will ensure the smooth running and maintenance of the office and all matters relating to facilities, health and safety and fire regulations.

You must be able to work independently, managing your own time and workload to meet all deadlines.

Duties

Office

• Being the first point of contact for all visitors to the office, manning the reception, greeting visitors, answering telephone calls, liaising with staff, suppliers and visitors and using initiative to promptly respond and escalate where appropriate.
• Assisting the Director of HR & Operations in the management and maintenance of the office by liaising with the landlord and the various maintenance companies, arranging visits and any follow ups as a result of the visit.
• The post holder will also be responsible for tracking, reviewing and renewing all service contracts/service level agreements with suppliers, ensuring value for money for CGDE.
• Ensuring the building (and meeting rooms) are kept clean and tidy and that the office is well stocked with stationery, kitchen and bathroom supplies, maintaining an inventory list as required, collecting the post and circulating or actioning, arranging and coordinating couriers.
• Providing building security support and oversight; reporting any security, building or other issues to the Director of HR and Operations.
• Preparing quarterly Office Manager reports for the Senior Management team.
• Providing health and safety management support; conducting daily building checks and report incidents and potential issues to the Director of HR and Operations.
• Performing the roles of fire warden and first aider.
• Providing new staff with office tour and health and safety briefing.
• Supporting CGDE’s internal and external events - including ordering and receiving catering bookings, and setting up the lunches for all staff meetings on the day.

Systems and Administration

• Developing and maintaining effective systems and processes to ensure the smooth running of the office, including tracking all works carried out on the building
• Ensuring the timely maintenance of office stock and supplies.

IT

• Developing and maintaining an asset log of all IT equipment allocated to staff for the office and home.
• Liaising with the IT team for IT set up for new joiners and leavers.
• Being the first point of contact for any IT related issues.
• Assisting with the induction of new employees – including sourcing new ICT equipment.

Finance/Other

• Processing monthly credit card statements and weekly invoices.
• In conjunction with the HR & Finance coordinator, managing the annual insurance renewal process.
• Assisting with in-house events set up.
• Ad-hoc tasks as reasonably requested.

Requirements

To be considered you must have:

• Previous office management experience
• Strong organisational and problem-solving skills
• Intermediate working knowledge of Microsoft Office email, spreadsheets and databases; Excel, Word, Outlook, etc
• The ability to try and resolve low level IT problems
• Excellent verbal and written communication skills
• A can-do approach to work

The person

• Proven experience in an Office Manager role, preferably in a stand-alone capacity.
• Organised with excellent attention to detail and communication skills.
• Experienced in developing & implementing policies and procedures.
• Proactive and approachable.
• Must be able to work flexibly and undertake other general administrative tasks as required.
• Comfortable working along as well as in a team.

To apply: Applicants should submit a CV and a covering letter via CGD’s website,  outlining how you meet the requirements of the role.

It is a requirement for this role that the successful candidate has, or obtains, the right to live and work in the UK.

CGD/E is an Equal Opportunity Employer, and celebrates fostering a collaborative, diverse, and inclusive work environment. All persons will be considered for employment regardless of race, color, creed, national origin, ancestry, gender, gender identity or expression, national origin, parental status, veteran status, marital status, disability, religious or political affiliation, age or sexual orientation shall have equal access to positions, limited only by their ability to do the job.