Careers

Office Manager

Title:                                                                   Office Manager

Reporting to:                                                     Deputy Director  

Location:                                                            London, United Kingdom  

Contract type:                                                   Permanent Contract (30 hours/week)

Salary:                                                                £35-37K pro rata depending on experience          

Start date:                                                          As soon as possible.

Deadline for application:                               Applications will be reviewed on a rolling basis

Job Description Overview

The Democratic Progress Institute (DPI) is seeking a highly motivated, well organised and proactive individual to join its London-based team as Office Manager.

This is an exciting opportunity to apply your professional experience in the day-to-day running of a dynamic NGO working to promote peace and democratic progress internationally. As part of a small, friendly and dedicated team, the successful candidate will help ensure the smooth running of the organisation through effective office management, including liaison with service providers and suppliers, and by ensuring that appropriate internal processes and systems are in place. Working closely with DPI’s Senior Management, the post-holder will play a leading role in the budgeting and financial management of the organisation and will also be responsible for a range of matters relating to Human Resources, including development and implementation of DPI’s internal HR records, policies and procedures. S/he will be numerate, have excellent time management skills and be used to wearing “multiple hats”, a natural multi-tasker who takes the initiative and gets the job done. Experience of financial management and a good knowledge of ICT systems are essential for this role. 

OPERATIONS

Office management

  • Ensures the smooth running of the office, in compliance with DPI’s office manual
  • Provides leadership on DPI’s Cost Saving strategy including evaluating suppliers, contractors and other vendors, proposing a cost reduction plan and implementing decisions
  • Acts as first point of contact with the landlord on matters relating to the office space, lease, etc.
  • Ensures maintenance of an inventory for office supplies and services and works with relevant staff and volunteers to schedule pick-ups/deliveries, etc.
  • Ensures compliance with the statutory requirements of charity law, company law, health & safety law etc.

Internal Processes and Systems

  • Provides in-house IT support, and acts as first point of contact with external IT service provider as and when required
  • Oversees management of DPI’s website, including coordination with external consultants and website managers
  • Ensures data protection laws are being adhered to in relation to the storage of data, and reviews and updates policies
  • Oversees and ensures implementation of DPI’s recycling policies and procedures

HUMAN RESOURCES

  • Provides support to DPI Senior Management with the full human resource management cycle, from hiring to termination of staff
  • Oversees development of the DPI Staff Handbook, office policies/procedures and best practices and monitors their implementation
  • Drafts employment contracts and maintains up-to-date employees’ records
  • Oversees the induction process and office set up of new staff members
  • Develops and manages DPI’s staff development and wellbeing scheme

FINANCE

  • Provides leadership in ensuring internal financial controls, financial reporting systems, implementing processes and procedures are established and adhered to
  • Oversees the accurate allocation of expenditure across budget lines and donors, to ensure compliance with grant contracts
  • Convenes regular meetings with the Finance Manager and Development and Grants Officer to ensure compliance with funding requirements
  • Ensures planned activities are compliant with finance policies
  • Explains budget to funders and Board of Directors when necessary
  • Oversees day to day financial activity including payroll and banking
  • Oversees Finance Manager’s preparations for annual audit

PERSON SPECIFICATION 

Essential

  • Demonstrable experience of running the day-to-day operations of a UK Charity and ability to carry out all the tasks listed in the above job description
  • Proven track record in financial oversight including ability to think strategically and innovatively and to plan, budget and implement those plans
  • Computer literate with demonstrable ICT understanding and experience of managing IT contractors
  • Strong time management and organisational skills, ability to prioritise, pay attention to detail and attend to multiple assignments
  • Strong interpersonal skills with the ability to build good working relations with colleagues
  • Fluency in English

Desirable

  • In depth Knowledge of UK employment practice
  • Familiarity with ‘Quickbooks’ accounting software

To apply for this position, send a CV and Cover Letter to: 

Email: info@democraticprogress.org

Please note, only candidates with the right to work in the UK/EU are encouraged to apply.