Office Manager of Cotonou, Cotonou, Littoral, Benin

Office Manager of Cotonou

TechnoServe is hiring an Office Manager for its Cotonou, within the Finance Department. The position is under the supervision of the Financial Controller.

Presentation of TechnoServe

Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of TechnoServe’s work around the world for over 50 years. TechnoServe is a pioneer in harnessing the power of businesses and markets to create sustainable pathways out of poverty. The low-income communities we work in are full of enterprising people. Their small farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change. For many women and young people, the challenges are even more daunting. Working with TechnoServe staff, people around the world are lifting themselves out of poverty. The results are astonishing: as incomes rise and families’ living conditions improve, they can access health care and education that was previously out of reach. Communities and even entire countries are doing better.

Job description

Under the supervision of the Financial Controller, the Office Manager Cotonou provides administrative management of the office of Cotonou to ensure a working environment that is functional, secure and compliant with the organization's procedures. He/she coordinates general services, supervises contractors and support staff, manages the physical resources of the office and provides administrative support to project and support functions teams.

Main duties and responsibilities

The Office Manager Cotonou ensures the day-to-day operation of the office and ensures compliance with administrative procedures. He/She actively contributes to the continuity of operations and the improvement of the employee experience. His main responsibilities are as follows.

Administrative management

Welcome visitors, partners, consultants and suppliers. Reception and orientation of telephone calls. Preparation and support for the drafting and formatting of administrative correspondence and other official documents. Registration of invoices after verification and transmission for payment. Collection of supporting documentation from staff missions and transmission to the accounts. Identification and assessment of the needs of the Cotonou. Management, recording, filing and archiving of administrative documents. Keeping up-to-date records of outgoing and incoming mail. Management of office keys, access and administrative documentation. Coordination and preparation of meetings and travel of the country management team as well as visits by the Headquarters team to Benin. Production of the required periodic administrative reports.

Coordination of general services

Supervision of preventive and corrective maintenance activities in the office. Follow-up of service contracts (maintenance, security, internet, energy, plumbing, air conditioning, etc.). Coordination of supplier and service provider interventions. Ensures the good condition of the office infrastructure and equipment. Identification of facility improvement needs and recommendations. Monitoring of leases, insurance and other administrative documents related to the premises. Supervision of maintenance and gardening of the office. Daily control of the cleanliness of the premises and recommendation as needed. Provision of all the necessary elements for the coffee break of the TNS staff of the Cotonou. Control of the effective presence and well-done work of maintenance officers. Take care of all TNS properties in Cotonou.

Inventory management and fixed assets

Identification of the office's needs in supplies, equipment and services. Inventory management of office supplies and periodic inventories. Follow-up of assets and fixed assets assigned to the office. Contribution to physical asset inventory exercises.

Management of the petty cash Cotonou

Verification of invoices and supporting documents before transmission to the accounts. Management of petty cash in accordance with financial procedures. Monthly submission, or reaching 25% cash funds, of the Petty cash fund reconciliation with all related coins. Preparation of vouchers and execution of authorized payments. Completion of cash reconciliations on time. Guarantee of the availability and conformity of supporting documents. Support for the preparation of internal audits and controls.

Basic qualifications

License (BAC+3) in Administration, Management, Logistics, Management or related field. Minimum 2 years of experience in office administration, logistics or operations management. Experience in IT, including Excel and Microsoft Word. Excellent communication (oral and written) and interpersonal skills. Sense of organization and attention to detail, problem-solving ability. Ability to work independently and efficiently in a dynamic, high-pressure environment. Proficiency in French and good level in written or oral English (minimum B2).

Knowledge, skills and abilities

Duty of reserve and discretion. Sense of physical welcome and dynamism, responsiveness. Ability to work as a team, communicate and collaborate with various trades and in a multicultural environment.

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