Office Manager (Part Time)

Position Summary:

The Office Manager is a key member of the country or regional office, providing coordination, organization, and operational support to local leadership. Reporting to a designated country or regional leader (e.g., National Director, Operations Director, Operations Manager), this role ensures the smooth functioning of the office and supports core administrative, operational, and cross‑functional activities.

The Office Manager serves as a central point of coordination, helping maintain an efficient work environment, supporting internal processes, and contributing to the overall effectiveness of the local team. Responsibilities may vary depending on country structure and may include general administration, office operations, event coordination, and support for HR‑related or finance‑related processes.

Job Responsibilities:

1. Office Operations & Administrative Coordination

Ensure the effective day‑to‑day functioning of the office and provide general administrative support to the local team.

Office Operations & Vendor Coordination

• Oversee general office operations, including supplies, workspace organization, and vendor coordination.
• Monitor office‑related expenses and support budget tracking as appropriate for the local structure.
• Coordinate with external suppliers and service providers, ensuring timely renewals and service quality.
• Support basic accounting or documentation processes (e.g., invoice submission, expense tracking) in partnership with the local or global Finance team.

Facilities & Workplace Support

• Ensure the proper functioning, safety, and upkeep of office facilities.
• Coordinate workspace logistics, meeting room bookings, mail handling, and general office requests.
• Maintain administrative records and ensure compliance with local requirements where applicable.

Event & Meeting Coordination

• Support the planning and execution of internal and external events, meetings, and trainings.
• Coordinate logistics such as venue sourcing, registration, travel arrangements, and on‑site support.
• Assist with materials preparation, communications, and follow‑up activities.

2. Executive & Team Support

Provide operational and administrative support to the designated country or regional leader and local leadership team.

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Organize national and international meetings, conference calls, and virtual sessions.
• Prepare documents, presentations, summaries, and meeting minutes as needed.
• Support communication efforts, including drafting correspondence and distributing internal updates.
• Assist with day‑to‑day administrative tasks to ensure leadership can operate efficiently.

3. HR‑Related and People Operations Support (as appropriate for the local structure)

Provide administrative support for HR‑related processes in partnership with the local or global People team. Responsibilities may vary by country.

• Maintain employee records and support documentation processes.
• Assist with onboarding and offboarding activities (e.g., equipment coordination, access setup, and welcome materials).
• Support local tracking of attendance, leave, or other workforce data as required.
• Assist with recruitment coordination (e.g., posting roles, scheduling interviews, preparing materials).
• Provide general employee support and direct team members to appropriate resources.
• Contribute to local implementation of HR procedures or initiatives, in alignment with global guidelines.

4. Other Responsibilities

• Support cross‑functional initiatives as needed (e.g., operations, communications, training logistics).
• Contribute to a positive, organized, and collaborative office environment.
• Any additional duties needed to help demonstrate our core values, drive our vision, and fulfill our mission.

Competencies:

• Analytical Thinking
• Communication
• Customer Service
• Problem solving
• Quality Management
• Self-management
• Teamwork
• Technical Proficiency

Qualifications:

• Business-level English proficiency
• 2 – 5 years of experience in office coordination, administrative support, or operations roles
• Bachelor’s degree in Business Administration, Operations, Communications or a related field (or equivalent experience)
• Experience supporting teams, managers, or cross-functional stakeholders in a fast-paced environment
• Experience coordinating vendors, facilities, or office logistics

Physical Demands and Working Conditions

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.