Office Manager

DT Global is a fast-growing international development organization that focuses on improving the capability, capacity, and effectiveness of development programming in complex global environments. Working across a variety of sectors – including Economic Growth, Environment & Infrastructure (inclusive of energy, climate change, and water, sanitation, and health), Governance, Human Development, and Stabilization & Transition – we provide world-class program management, design, analysis, and monitoring and evaluation services.

Built on the strengths, knowledge, and 50+ years of experience from AECOM International Development, Development Transformations, and IMC Worldwide, we have a global ecosystem – including a non-profit partner, the DT Institute – working together to develop cutting-edge solutions to the world’s most pressing challenges. With corporate offices in the USA, London, Spain, and Australia, in addition to project field offices in over 90 countries, DT Global implements projects funded from a wide array of clients, including USAID, FCDO, EU, DFAT, MFAT, and other public and private stakeholders. We value learning, research, innovation, and rapid program adaptation in response to changing realities on the ground. Together with our global team of experts, we are building technical capabilities across sectors in order to deliver high-quality interventions and transform lives around the world.

Overview: DT Global is seeking an Office Manager who will be responsible for organizing and coordinating office administration tasks and office procedures. The Officer Manager will create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. Responsibilities will include providing general administrative and facilities support to our employees. The Office manager will ensure the smooth running of the office and help to improve company procedures and day-to-day operations. The ideal candidate will be friendly, energetic, and engaging.

Tasks and Responsibilities:

• Responsible for all planning and logistics pertaining to DT Global functions such as the Chief of Party conference, office parties, and other gatherings as needed.
• Responsible for coordinating office volunteer groups such as the Social Committee, HERVoice, social community initiatives, and holiday charity drives.
• Manages all COVID -19 suite protocols and procedures, updates as necessary and coordinates changes with senior leadership as appropriate.
• Manages human resources and administration department credit card reconciliation and vendor invoicing
• Organize the office layout and order stationery and equipment
• Maintain the office condition and arrange necessary repairs
• Partner with HR to update and maintain office policies as necessary
• Manage facilities operations and maintain all corresponding procedural manuals and standard operating documents.
• Coordinate with IT department to ensure all office equipment is maintained and/or replaced as is necessary
• Will serve as emergency preparedness coordinator, responsible for facility safety and emergency procedures. Will liaise with Global Senior Security Director as needed.
• Manage contract and price negotiations with office vendors, service providers and office lease
• Assist in the onboarding process for new hires such as providing first day office tours and emergency preparedness overviews
• Address employees’ queries regarding office management matters such as desk arrangements, furniture, break-out rooms, prayer rooms, and lactation room coordination.
• Oversees bulk shipping requests for staff.
• Liaise with facility management vendors, including cleaning, catering, and security services
• Serve as a backstop for a variety of office support functions:
  • Maintenance
  • Office mail
  • Ordering and maintaining supplies
  • Ensuring office equipment is up-to-date and well maintained
  • Running errands and liaising with vendors in support of office events
  • Provide general support to visitors

Minimum Requirements and Education:

• 6-8 years of proven experience as an Office Manager/Administrator, Senior Administrative Assistant or Facilities Manager
• Minimum Education: High School diploma
• Knowledge of Office Administrator responsibilities, systems, and procedures
• Proficiency in MS Office (MS Excel and MS Outlook, in particular)
• Hands on experience with office machines (e.g., fax machines and printers)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements

Preferred Qualifications:

• Events Management Certificate
• Safety & Security Certificate
• Willing to become office notary
• Experience with managing the logistics of office moves and the coordination of setting up new office spaces.

Core Competencies:

• Teamwork: Works cooperatively and effectively with others to achieve common goals. Participates in building a culture characterized by inclusion, trust and commitment.
• Communication: Effectively conveys information and expresses thoughts professionally. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts.
• Adaptability: Adjusts planned work by gathering relevant information and applying critical thinking to address multiple demands and competing priorities in a changing environment.
• Customer/Client Focused: Anticipates, monitors and meets the needs of customers and responds to them in an appropriate and responsive manner.
• Diversity and Inclusion: Conveys respect for diverse individuals and perspectives; models inclusive behavior and treats everyone fairly.
• Professionalism: Displays appropriate and ethical behavior, integrity and personal presentation in the workplace always; demonstrates respectful communication for others, both verbal and non-verbal and strong commitment to excellence.

We thank all applicants for their interest. Only short-listed candidates will be contacted.

DT Global is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, veteran status, gender identity, or national origin. DT Global prohibits discriminating against employees and job applicants who inquire about, discuss, or disclose the compensation of the employee or applicant or another employee or applicant.