Women's International League for Peace and Freedom (WILPF) is a non-governmental organization established in 1915, working worldwide for peace and security (www.wilpfinternational.org) with two international offices in Geneva and in New York.
WILPF is looking for an Office Manager to manage its United Nations office in New York. It is the Office Manager's job to ensure that the office runs smoothly by managing the office work, human resources, financial management, communication and research necessary to the tasks as described below.
A. Office Functioning and Maintenance
Maintain the running of the office including equipment and supplies.
Review and update the assets register.
Interact with suppliers and service providers to assure competent services are provided, invoices are correct, and problems are resolved.
Maintain, review and update all insurances.
Maintain database, e-mail addresses and WILPF's directory and process regular mailings as requested.
File all documents in a proper manner and order.
Develop and maintain a description of responsibilities and tasks related to the functioning of the UNO office and continue to update the Office Manual with any appropriate information.
Other tasks and support as needed and directed by WILPF staff.
B. Bookkeeping, payments and grant management
Prepare and process payments and deposits
Perform basic bookkeeping under the supervision of the Financial Manager based in Geneva
Assist the outside accountant with the annual audit
Assist the Program Directors with grant management, project expense tracking and other financial management
Liaise with the organization's bank when needed
Pro-actively communicate with the staff and any WILPF's constituents
Answer questions and send information to WILPF members and others when requested
Maintain communication with the Geneva Office regarding all UNO WILPF work
Write acknowledgment letters and reports to donors as required
Greet visitors to the office and provide them with any information requested.
Assist with recruitment of interns as needed.
Assist with training of interns.
Monitor payroll by contacting the outside payroll service monthly, (CM comments: how to do it can be discussed during the interview, like informing them of payroll changes, downloading and checking monthly payroll reports and sending them on to the bookkeeper and Treasurer)