Purpose
The Office Manager will provide flexible and timely administrative support to the project team, to ensure that all colleagues have the support required to fulfil their roles. The Office Manager will also assist HR and Finance, work with external partners, other stakeholder, local institutions, and authorities to ensure that the full range of support can be provided.

Responsibilities

• General administrative support and daily operational guidance.
• Providing effective diary management.
• Assist the organisation’s HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents.
• Maintaining filing systems in line with data protection (GDPR), retention and company policies.
• Drafting, preparing, and circulating memoranda and other documents.
• Providing administration support with meeting arrangements and taking minutes at meetings.
• Arranging travel itineraries and visitor arrangements, checking logistics, ensuring suitable venues or accommodation have been booked as required, greeting visitors on-site, etc.
• Providing support across the project teams as directed by the Coordinator or Senior Manager.
• Assisting with administrative aspects of the allocation of visitors or delegations
• Native in Spanish with business level English. In addition, Chinese or Japanese language skills and cultural experinece is an advantage.

Background and Requirements

• A relevant educational background in Administration, HR, Accounting or similar
• Experience in working effectively in a team, taking a positive approach to change and challenges
• Experience in planning and organizing your own workload and dealing with conflicting priorities; comfortable working under pressure and flexibly switching between tasks, often at short notice
• Using initiative and discretion to action items requiring immediate attention, referring matters to others as appropriate
• Good oral and written communication skills in Spanish and English, including writing minutes and experience of using a variety of communication methods
• Excellent IT skills with a good working knowledge of Microsoft Office and experience of working with spreadsheets, database entry and manipulation
• Ability to maintain electronic diaries of a team and experience of coordinating meetings, both internal and external
•  High levels of professionalism, with the ability to use absolute discretion, initiative, and personal judgment in dealing with sensitive and confidential matters

Skills

• Communication
• Interpersonal
• Collaborative
• Self-driven
• Organisation
• Multi-tasking