Office Manager, Warsaw The German Marshall Fund of the United States

The German Marshall Fund of the United States (GMF) is a non-partisan American public policy and grant-making institution dedicated to promoting better understanding and cooperation between North America and Europe on transatlantic and global issues. 

 

The Warsaw office of the German Marshall Fund of the United States is seeking an Office Manager to manage and oversee its office in Warsaw, Poland. S/he will report to the Warsaw Office Director and provide support in a variety of office administrative functions which include facilities management, finance, and human resources in close coordination with the respective departments in headquarters (HQ), based in Washington, DC. The Office Manager will also support the Office in coordinating its busy schedule.

 

Key Areas of Responsibility:

1. Facilities and Office Operations 

• Managing the overall office operations of the Warsaw office; 
• Managing the Office’s and Director’s calendar;
• Serving as the primary POC in managing the relationships with office equipment vendors to ensure prompt and efficient service;
• Responding to phone queries as appropriate in a tactful, effective manner;
• Assisting with travel arrangements;
• Performing general office tasks;
• Liaising with IT to support Warsaw staff with equipment troubleshooting and service calls, as needed;
• Coordinating with the HQ on various operational issues, as needed;
• Managing the distribution of office access and the maintenance of the system as a whole;
• Maintaining an updated vendor list at all times; and
• Maintaining sufficient supplies and inventory for the office (includes stationery and business card orders).

2. Finance 

• Preparing annual budget preparation and careful monitoring of its implementation;
• Preparing budget forecast updates and supporting analysis;
• Coding and processing accurately and on-time all office vendor invoices and payments;
• Providing general financial oversight; and 
• Performing account reconciliations and cost allocations.

3. Human Resources and Payroll

• Performing human resources related activities to include supporting recruitment, and onboarding, offboarding efforts;
• Providing office orientation for all new hires, interns, and guests, as needed;
• Coordinating the local payroll and transmission, and reconciliation, and banking transactions; and 
• Assisting employees with obtaining travel visas, in coordination with the HR team in HQ.

 

Qualifications and Requirements

• Three to five years of office administration experience to include bookkeeping, payroll, human resources and facilities management.
• Detail-oriented with demonstrated ability to multitask, with a high level of initiative and motivation.
• Excellent communication skills.
• Ability to prioritize tasks and to work well under pressure, in a fast-paced environment.
• Excellent command of Microsoft Office, particularly in Word, Excel and Outlook.
• Demonstrated customer service skills – courteous, enthusiastic.
• Proven ability in managing complex diaries.
• Fluency in written and spoken Polish and English required.

 

Application Process: 

To be considered for this position, please submit your cover letter and current resume (as one document) by applying at https://home2.eease.adp.com/recruit/?id=3651982.

Due to the high volume of responses, we will only contact candidates of interest.

 

GMF is an Equal Opportunity Employer.