Office Manager

7 months ago

East London, South Africa Foundation for Professional Development (FPD) Full time

**Job Title : Office Manager
Annual salary (based on
relevant experience and
qualifications) : R440,037 - R498,565
Location : East London
Department : Research Unit
Reporting to : Head of Department

**Main purpose of the position**:
To effectively manage all operations in FPD’s Research Unit (RU) in line with FPD policies,

procedures, and strategic goals. This includes office management, general HR and finance

processes, and provision of operational support to project managers. Introduce and manage

systems that promote research compliance to donors, stakeholders, ethics committees, and in

line with good research practice.

**Scope of Work**:

- Management of the Research Unit’s operations in line with FPD’s policies. This includes

office management, the rental agreements (and engagement with the landlord), cleaning,

gardening and other service agreements, infrastructure requirements (repairs), office

security (alarm company, office keys and cameras), general office procurement

(consumables and stationary), office seating plan, availability of office resources.***
- Maintain oversight of human resources matters of the RUs HR management including the

compilation of HR reports as required by Head Office, maintain overview of professional

registration of staff (MPS), skills development database, overview of probations,

performance review process, audit preparations, and employee wellness activities.***
- Designated contact person for FPD support departments (HR, Finance, IT).***
- Delegated HR and budget/expenditure management and provide exception reports to head

of RU (PI).***
- Consolidation of all RU related tasks (management meetings, annual reports, ad hoc

requests).***
- Financial management including budget overview and expense monitoring of all projects,

petty cash, procurement support to project managers, staff airtime management,

maintaining the preferred supplier database.***
- Monitor budget/expenditure across FPD research projects in line with donor and FPD

policies.***
- Provide operations support and advice to principal investigators and project managers to

ensure success of research projects and optional synergy/alignment of projects, resources

& stakeholders.***
- Manage FPD’s fleet of vehicles and drivers including driver registration, vehicles registration

and maintenance and repairs, and car allocations.**
- Manage all aspects of asset management in the Research Unit and support management

of the IT resources and infrastructure.***
- Provide regular support and training to project managers and coordinators about FPD’s

policies and procedures, and the implementation thereof. Provide troubleshooting where

and when required.***
- Establish and manage research compliance structures across FPD research projects in line

with donor, stakeholders, ethics committees and good research practice.
- Conduct random audits and evidence checks across FPD research projects to ensure

compliance with FPD procurement and other policies.***
- Grant management across FPD research projects to ensure reporting, deadlines and grant

validity are met.***

**Qualifications**:

- Degree in Business Administration or equivalent degree
- Project management qualification
- Qualification in research methodology (advantageous)
- Good Clinical Practice certificate (advantageous)
- Post-graduate degree in Business Management, Finance or HR (advantageous)

**Working / Industry experience required**:

- Minimum 4 years’ experience in private or public sector office/operational management.
- Minimum 2 years’ experience in the research environment.
- Office administration and management experience.
- Financial administration and management experience.
- HR administration and management experience.
- Work experience in the donor funded environment.
- Knowledge of SA Labour policies and practices

**Additional requirements**:

- Proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Proficiency in reading, speaking, and writing Xhosa and English.
- Report writing and business writing level proficiency is essential.
- Valid Code 8 driver’s license and willingness to travel.

**Please note**:
Only applicants shortlisted for interviews will be contacted. If you have not been contacted
was unsuccessful.

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