Office Manager, Women's International League for Peace and Freedom, New York, NY

Office Manager

Posted on: January 5, 2015
Application deadline: January 31, 2015
Start date: February 22, 2015
Posted by: Women's International League for Peace and Freedom

JOB DESCRIPTION

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.

RESPONSIBILITIES

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.
• Manage mail.
• 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

C. Communications

• 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.

D. Personnel

• 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)

QUALIFICATIONS

• Bachelors degree. Masters/graduate degree preferable.
• Three years prior experience in office administration and financial accounting, preferably in nonprofit organizations
• Prior experience with accounting software
• Fluent in Excel
• Ability to work independently, prioritize, and complete multiple tasks on deadline
• Excellent communication and interpersonal skills
• Pro active and able to take initiative and solution driven
• Good knowledge of and interest in WILPF's work, aims and principles.

HOW TO APPLY

Please submit your CV and cover letter to Isma at isma@peacewomen.org "Application for Office Manager position" in the subject for consideration.