Country: United States of America
Closing date: 29 Oct 2014
Position Title: Shared Services Manager
Requisition Number: 14-0118
Location: Washington, DC
Department Overview:
Pact exists to help create a world where those who are poor and marginalized exercise their voice, build their own solutions, and take ownership of their future. The Shared Services department contributes to realizing this purpose by:
• Creating administrative policies and processes that enhance the efficacy of the office workflow and organizes resources around good ideas
• Continuously realign aspects of the organization's support services to facilitate and reinforce the strategic initiatives
• Building and maintaining a travel policy and process that adheres to regulations and at the same time supports the complex needs of employees required to travel
• Planning events that celebrate, enhance and promote employee wellness, Pact culture, and partnerships
• Supporting the flow and distribution of information accurately and efficiently
Position Purpose:
The Shared Services Manager reports to the VP Global Human Resources and plays a critical role in efficient and effective daily operations of the DC Pact office. This position is responsible for guiding and supervising the Shared Services team and the associates activities related to office operations and facilities management, including procurement of supplies and equipment and contracts with outside vendors.
Key Responsibilities:
Leadership
• Inspire, champion and spread a culture of shared success that makes true our belief that every imaginable problem has a solution and that when we dedicate ourselves to pursuing it, our efforts will be rewarded with a better world.
• Direct and supervise the Shared Services team of four employees.
Administrative Operations
• Recommend, draft and oversee administration policies and procedures, including, but not limited to facilities, travel, and office management.
• Direct and exercise oversight of inventory of all fixed assets assuring accordance with federal regulations.
• Develop and implement standards for file management (e-files, computer files, permanent files, etc.) including offsite/onsite storage management in partnership with Agreement Management.
• Direct all internal day-to-day office procedures to ensure smooth and efficient operations including facility management, procurement of office supplies and space planning.
• Oversee and coordinate travel activities; including managing Pact’s primary travel vendor.
• Direct and lead all items as they relate to facilities management including; lease management, telecommunications and data voicemail systems, office printers, building maintenance and construction management, mailroom management, printing and distribution of materials.
• Anticipate and plan contingencies for emergencies that may affect domestic office operations (e.g. long-term power failures, inability to access the office due to natural disasters or terrorists acts, etc.)
• Deliver ethical, professional, and effective purchasing services and support leveraging Pact’s buying power through supplier management, contract negotiation, adoption of technologies and collaborative buying.
• Promote Pact’s commitments to supplier diversity, the local business community, and the environment.
• Assist Agreement Management with the creation, and proper execution and document retention of all consultant agreements processed through HQ.
• Support and partner with the Human Resources Department in scheduling, creating and delivering new employee orientation and coordinating office set up.
• Direct and oversee the scheduling of conference rooms, space management for visitors,
• Manage an annual budget of over $500,000.
• Plan, coordinate and support office events and meetings including service of food and drink, installation and de-installation of events, and material preparation.
• Communicate all staff any announcements pertaining to building access, weather, holiday closings, etc.
• Performs other duties as assigned.
Basic Requirements:
• Bachelor’s Degree, or the equivalent.
• Driven by an honest desire to catalyze opportunities for people and handle conflicts in a constructive and supportive manner.
• Proven ability to choose the best course of action and make decisions in line with the strategic initiatives of the organization.
• Willingness to work on tasks outside of his/her comfort zone to get the job done.
• Proven track record in managing confidential information with discretion.
• Experience in project management with proven ability to multi-task and manage around changing priorities.
• Strong communications skills and ability to problem-solve difficult issues.
• Good negotiating and organizational skills.
• Strong understanding of budgets.
• Competence and proficiency using common desktop applications and internal systems.
Preferred Qualifications:
• Six years of relevant experience in an office setting with minimum of 4 years in supervision.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin. We are also an equal opportunity employer of individuals with disabilities and protected veterans.
Please view Equal Employment Opportunity Posters provided by OFCCP here.
How to apply:
To apply for this position, please visit our website at www.pactworld.org
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