Vacancy announcement: Office Manager full-time position Ashgabat, Turkmenistan

Deadline for Application: January 03, 2024.

Position Description

SUMMARY

This is a FULL-TIME position which is responsible for providing logistical, human resources, and administrative support to all American Councils programs and staff by ensuring compliance with all legal, administrative, banking, and organizational policies and requirements.

This position reports directly to the Country Director.

RESPONSIBILITIES

Administrative Support:

• Coordinate the purchase of supplies for all program and organizational needs;
• Collect receipts for all organizational purchases, ensuring that they are coded correctly and meet all other expense report requirements, and submitting them to Country Director or designated person in a timely manner;
• Research and provide recommendations to staff on procurement needs;
• Ensure proper and timely payment of all organizational bills, and track each transaction.
• Remind respective manager on a weekly basis that a procurement should be made according to their approved Budget Request;
• Ensure all bills/receipts/invoices are collected in a timely manner, namely:
• Provide all payment requests for approval to the Country Director as soon as received;
• Submit all received financial documents (invoice, receipt, etc.) with a proper coding to the person managing Expense Reports.
• Ensure all furniture and facilities are well-maintained and in working condition;
• Purchase new furniture and supplies for programs, as needed;
• Submit a monthly Budget Request for all planned office-related expenses and cash log updates;
• Provide cash to office employees following the respective office regulations and maintain the office cash log;
• Maintain organization’s bank account and prepare necessary paperwork for all bank transactions;
• Coordinate all logistical issues, including plane tickets, hotel reservations, and mailings;
• Coordinate all visa/border permission requests and registration issues for foreign visitors and expatriate staff;
• Maintain personnel files for all American Councils staff;
• Research, update, and develop new office policies to ensure compliance with Turkmen Law, US Department of State regulations, and American Councils policies where applicable;
• Coordinate the onboarding and offboarding of all national staff;
• Verify translations of Turkmen and Russian language documents;
• Assist program managers in their specific duties, as necessary;
• Perform other organizational duties as assigned by the Country Director.

QUALIFICATIONS

• Proven effectiveness in a cross-cultural work environment;
• Strong writing, communication, and interpersonal skills;
• Strong English, Russian, and Turkmen language skills;
• Demonstrated training or teaching, organizational, and problem-solving skills as well as attention to details;
• Ability to work independently, manage multiple priorities, and contribute to a team effort;
• Effective, professional interpersonal skills;
• Experience in activity/project organization;
• Strong leadership skills and ability to organize, encourage, inspire, and motivate team members;
• Creativity, initiative, and problem-solving skills;
• Ability to manage time, abide by rules, demonstrate accountability, and understand the need for quality in work;
• Strong MS Word, Power Point, Excel, Outlook, and general Internet skills.

APPLICATION INSTRUCTIONS

A complete application must include:

1. Resume/CV;
2. Cover Letter highlighting motivation for the position and expected salary;
3. Email and phone contact information for three references who can speak about your professional skills.

Please email applications to jobs@americancouncilstm.org and CC officemanager@americancouncilstm.org indicating “Office Manager position” in the subject line of your email.

The application should be received no later than January 03, 2024.

For information, visit website at www.americancouncilstm.org