Office Manager

The Global Alliance of NGOs for Road Safety is looking for an Office Manager to support the Alliance staff and team, ensuring the professional and smooth running of the Alliance as well as compliance to Alliance policies.

• Working pattern: part time, virtual work – 20-25 hour/week
• Duration: Project funded with funding secured till June 2024. Extension is expected
• Location: The position is home-based
• Starting date: as soon as possible

If you meet the requirements and are interested in submitting your application, please email your one-page CV and a one-page motivation letter to admin@roadsafetyngos.org with Office Manager in the subject line.

Deadline for submission: 30 November 2022

About Us

The Global Alliance of NGOs for Road Safety is a network organization of more than 300 NGOs in 100 countries and acts to make the world’s roads safe for all. 

We strengthen the voice of the people by supporting NGOs in advocacy for safer roads, victim  support and sustainable mobility and advocate at local and global level at the highest levels of  decision-making. We put the experiences, and grassroot perspectives first, work strategically and  evidence based and believe that meaningful NGO participation in decision making is a key strategy to  halve the number of deaths and fatalities on our roads.

We are a small and energetic team who see opportunities over challenges. We all bring our ideas and  perspectives to the table and are proud of our work and role and have fun while doing it. 

We think that an Alliance that is professional, trusted and respected will be best positioned to serve  its members, live up to the Alliance mission and contribute to the road safety targets set in the  Sustainable Development Goals and Decade of Action Global Plan.

We are adding an Office Manager to our team to be responsible for organizational operations, including office administration, Human resources, IT support and contracts. We need you to be proactive, organized, self-managing, and a team player, ready to take our regional and global work to the next level.

Terms of Reference

Background

The Alliance is composed of a Secretariat that runs the day to day management of the Alliance. The Office Manager will support the Alliance Secretariat and to ensure professional and smooth-running of the Alliance as well as compliance to Alliance data, HR- and Financial policies.

Tasks to be performed

Office administration

• Managing email account – ensure timely and quality replies and follow ups to requests and contacts
• Support mass mailings and responses
• Support setting up meeting for staff
• Responsible for administration of the organizational Zoom account: setting up meetings and webinars, producing reports as requested, administrating large group calls and webinars, and managing recordings
• Take minutes and file these
• Support the Executive director in admin tasks around board management – meeting , minutes and other things
• Be an active part of the  programmatic, administrative and event work and support admin tasks related to planning, execution and follow up of (support with agreements for grants, invoices, simple data summaries and manage evaluations, member questions and communication, getting quotations, booking of travel, hotel, catering, admin tasks support member grants)
• When needed, assist with minute taking, managing employee calendars, making appointments, ordering materials and basic data entry
• Ad hoc contract management including support for writing up agreements and TORs for subcontractors/donors/clients/members including, communication,  review and finalization, and uploading the documents onto the donor systems, such as EU, Development Banks, World Bank, UN, UK aid and others.

Human Resources

Ensure compliance to Staff policies and manuals

This mainly includes tracking staff leave, time off etc.

IT support

• Maintain and update admin drive and ensure compliance with GDPR and Alliance privacy policy
• Support member database requests including member reports, updating mailing list details etc.
• Point person for Google drive administration: filing structure, permissions, users etc.
• Simple website updates (primarily keeping events page up to date)
• Support ad hoc requests

Finances

• Ad hoc support compliance to Alliance financial policies by collecting, compiling and filing required back up documentation

More information

• Part time, virtual work – 20-25 hour/week
• Project funded. Funding secured till June 2024. Extension is expected
• The position is home-based
• Starting date: as soon as possible
• Alliance working language is English
• Writing and speaking skills in French are an asset.

If you meet the requirements and are interested in submitting your application, please email your one-page CV and a one-page motivation letter to admin@roadsafetyngos.org with Office Manager in the subject line.

Deadline for submission: 30 November 2022