IMMEDIATE OPENING:

The Office Manager is responsible for providing office management and administrative support and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.

This is a full-time exempt position with the hours of 9 am to 5 pm Monday through Friday with some flexibility as needed.

Supervises the receptionist/office assistant.

Responsibilities:

Office Management:

Set-up staff meetings and maintain staff calendar and organize team events;

Answer and direct calls and emails of a general nature;

Maintain physical and electronic office filing systems;

Provide general support for Sauti Yetu events as needed (especially around Sauti Yetu’s major conferences);

Ensure office supplies are filled and office equipment is in working order;

Administrative:

Provide administrative support to the Executive Director and management team.

Calendar management of office and Executive Director

Maintain non-employee (Consultants, Interns, & Volunteers) file management and database

Create, collect, and review timesheets and process payroll

Organize events supporting employee morale and appreciation.

Answering the phone and take detailed messages.

Send out information or announcements through the Sauti Yetu list- serve.

Research cost comparisons for products or services needed.

Monitor and track expenses for supplies, petty cash, metro cards

Lead or assist with all event planning; organizing resources, implementing logistics, working within a budget

Attend trainings on topics such as (but not limited to): organizational development, change management, core competencies enhancement, IT related workshops.

Attend community social or networking events (on small occasions, may involve some nights or weekends).

Welcome clients, ensure they are content; answer questions as needed

Operations:

Liaise with landlord and building management on any office-related issues;

Liaise with outsourced IT consultant on all technology-related issues, including rapidly responding to staff problems, network outages; computer/server related needs or issues

Maintain Vendor (financial institutions, building management, businesses, etc.) account records, file management and database; correspondence and communications.

Maintain knowledge of inventory and make purchase orders for supplies needed for the office and staff.

Ensure office space and operations are in accordance with local/state/federal compliances

Assist in processing accounts payable and check requests and interact with finance department.
Assist in audit preparation.
Ensure compliance with Sauti Yetu corporate governance standards.

Qualifications:

The ideal candidate will:

Have at least 1 – 3 years of experience working for a non-profit organizations;

Have an extremely high level of professionalism and organizational skills;

Be highly detail-oriented and self-directed;

Be comfortable with Office Manager functions, most notably basic bookkeeping, managing accounts and vendor relationships;

Be able to multitask effectively and be comfortable shifting/calibrating emphasis across the three work-stream functions as required on a day-to-day basis (i.e. across administrative, office management and operation functions);

Excel working in a small, fast-paced organization;

Be proficient with QuickBooks and Microsoft Office products (Outlook, Word, Excel, and Powerpoint).

Be at ease working with, and highly sensitive to, a broad, multinational and multicultural staff and client base and other constituencies.

How to apply

To Apply:

Interested and qualified individuals should email their resume with cover letter including salary requirements to HR@sautiyetu.org. Subject line: Office Manager

Note: We are not accepting phone calls. Applicants must meet qualifications stated above. Only applicants selected for further consideration will be contacted.

Sauti Yetu is an Equal Opportunity Employer and complies with the requirements of the Americans with Disabilities Act. We encourage all qualified individuals to apply.