Office Manager at Damien Foundation

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Office Manager

Organizational Unit: Administrative Department
Contract Term: Full-time Position, 1-Year Fixed term contract (possible renewal)

Duties and Responsibilities
Main Duties:

  • Over all office management tasks.
  • Plan, manage, coordinate and provide guidance for DFB/GFATM staff.
  • Ensure a good recording of data’s in the project office in coordination with DFB Administrative staff and other units.
  • Arranging travel, meetings and appointments
  • Reporting to management and update DFB Rep/MA of office activities, planning and implementations
  • Attend meetings and make field visits to DFB implementing activities when required.
  • Representing DFB vis-à-vis local communities and authorities, NGOs, international institutions in the absence of DFB Representative or when requested.
  • Responsible for all payments of electricity, telephone bills, internet, diesel, other overheads etc. In coordination with DFB accountant.
  • Ensuring availability of all supporting documents for audit and for review purposes

Human Resource:

  • Arrange human resources vacations in coordination with DFB Rep/MA.
  • Prepares timesheet and attendance tally with schedules preparation for monthly payment of salary
  • Supervising and monitoring the staff activities
  • Discussing problems with staff and finding solutions
  • Ensure staff follows and Implement the organization’s policies.

PSM (In the Absence of Procurement Specialist):

  • Plan the timely procurement of project or office resources in coordination with Procurement Committee
  • Supports the project requisitions/procurement processes and sourcing strategies.
  • Define with requesting entity the best way of providing goods, works and services, including procurement deadlines for each stage.
  • Review of requisitions for completeness and adequacy of technical specifications;
  • Liaison with the logistics unit or projects on receipt of goods, equipment and services in view of obtaining proper delivery report or relevant certificates and that proper inventory is taken
  • Direct the utilization of resources following the approved procedures
  • Control and account for the utilizations of the resources.
  • Responsible for all office logistics aspects and vehicles movements
  • Any other tasks requested by Supervisor/ Any other work as may be assigned by DFB Country
  • Representative or/and other appropriate officers.

Education / Experience

  • Applicants must have a University Degree / HND in Business Administration and Management or in any of the related field.
  • Experience: 2 – 5 years working on TB projects
  • CIPM/NIM/Master in Management related field will be an added advantage.
  • Experience in working experience with Global Fund projects or any other donor funded programs is desirable.
  • Competency in the use of Microsoft office Application
  • Applicant’s experience must reflect the knowledge, skills and abilities listed above.


  • Self-motivated and pro-active
  • Strong time management skills
  • Able to manage and prioritize workload
  • Strong communication skills, both written and verbal
  • Strong team player.

Method of Application

Note:  Only shortlisted applicants will be contacted.

Interested and qualified? Go to  Damien Foundation on  to apply