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Office / Facilities Manager

The Office and Facilities Manager will oversee the daily operations and management of the office and facility. This role also includes supervising other key personnel, such as the Finance, IT, and Admin Officers. The Office and Facilities Manager will ensure that all administrative, financial, and operational processes run smoothly and comply with the organisation’s established policies and procedures.

Key Responsibilities:

Facility and Operations Management:

Ensure the smooth overall functioning of the facility in all respects (hospitality, cleanliness, customer service, safety, etc).
Ensure high stakeholder and customer satisfaction through regular feedback and real-time reporting to the Head Office.
Develop and implement monitoring checklists for facility management.
Monitor traffic and footfall at the facility.
Ensure the project's day-to-day management and compliance with policies and standard operating procedures (SOPs).
Identify necessary actions for current and follow-up activities and draft the project implementation plan.
Prepare detailed work plans for seamless facility functioning and assist in preparing Terms of Reference (TORs) and supporting documents for new recruitment.
Organise, facilitate, participate in, and follow up with meetings with all stakeholders at the facility.
Liaise with relevant stakeholders to gather and disseminate information.
Coordinate the planning and organisation of workshops, meetings, field visits, and other activities at the facility, including food and refreshments, when needed.
Prepare monthly progress reports on project implementation and share them with the Head Office.
Maintain close coordination with the security coordinator on site for the overall safety and security of the facility.
Perform any other duties relevant to the project as required.

Financial Management:

Verify and sign monthly financial reports.
Approve vouchers and verify budget preparations by the Finance Officer.
Verify payable records and monthly fund requests sent to the Head Office Finance Department.
Ensure payments are made according to the approved budget.
Review monthly variance reports and cash reconciliation statements.
Verify petty cash records and validate expenses.
Supervise the Finance Officer to ensure timely and accurate submission and disbursement of taxes.
Identify facility financial risks with the support of Finance Officer and develop mitigation strategies.
Maintain control of chequebook and ensure safe handling of petty cash.
Monitor petty cash expenditures handled by the Finance Officer and conduct spot checks.
Oversee and validate procurement-related matters and support the Finance Officer as needed.

Administration Management:

Ensure all logbooks are correctly maintained and signed by the Admin Officer and Office and Facilities Manager after the month-end close.
Approve administrative reports and analysis (e.g. fuel analysis).
Ensure all administrative work by the Admin Officer complies with Admin Policies and Procedures.
Oversee management of the organisation’s assets and inventory to prevent unauthorised access and ensure they are used for official purposes only.
Evaluate and sign procurement-related documents regularly, especially high-ticket items.

Employee Supervision:

Verify daily attendance record maintenance and manage employee leave according to the organisation’s policies and procedures.
Provide technical and financial supervisory oversight to the IT, Admin, and Finance Officers.
Ensure team members perform their duties effectively and in line with project objectives and TORs.
Ensure frequent catch-up meetings with staff at the facility to ensure planning and alignment.
Conduct annual performance appraisals for staff at the facility.

Skills

Conflict Management Employee Management Time Management Skills Problem Solving Skills Close Attention To Detail Reporting Interpersonal Skills Leadership MS Office Stakeholder Management Facility Management Project Management

Job Details

Industry:

Consultants

Functional Area:

Administration

Total Positions:

1 Post

Job Shift:

First Shift (Day)

Job Type:

Contract

Job Location:

Lahore, Pakistan

Gender:

No Preference

Minimum Education:

Masters

Degree Title:

Master\\\\\\\'s degree in Business Administration, BBA, or equivalent degree

Career Level:

Experienced Professional

Minimum Experience:

5 Years (Should have atleast 5 years of experience in facilities management, office management, or a related)

Apply Before:

Aug 12, 2024

Posting Date:

Aug 01, 2024

RIZ Consulting

Consultants · 51-100 employees - Lahore

RIZ Consulting is a boutique management consulting and training firm established in 1993, headquartered in Islamabad, Pakistan. We work with both local and multinational clients on interventions ranging from strategic steering, operations management, facility management, institutional development, communications, capacity building, project/ financial management, facilitating off-sites/ retreats and research services. As an organization, we use modern management theories and tools, combined with practical experiences in our interventions, offering an integrated approach to organizational development that is aligned with wider organizational strategies and change management processes. We also strive to institutionalize 'gender-responsiveness' as a cross cutting theme across all our projects.

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