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Job Description
Operational Activities:
- Strategically support the execution of major donor-funded projects, ensuring alignment with organizational goals.
- Provide leadership in overseeing daily operations of the secretariat, optimizing efficiency and effectiveness.
- Develop and manage the operational budget, driving cost savings initiatives without compromising quality.
- Spearhead the trademarking process for all organization names to ensure legal protection.
- Formulate and implement organizational policies while ensuring team-wide awareness and adherence.
- Utilize data analysis to calculate comprehensive cost-benefit ratios for informed decision-making.
- Collaborate in addressing due diligence queries for project/programme applications, showcasing a commitment to quality standards.
- Research and recommend innovative technologies and methodologies to enhance operational efficiency.
- Oversee the engagement of the organization’s vendors.
Corporate Travel Management:
- Manage end-to-end travel and logistics arrangements for the team and Board members, ensuring seamless experiences.
- Forge strategic partnerships with travel agents, negotiating advantageous deals for the organization.
- Innovate and implement logistics solutions that optimize travel experiences and productivity.
- Establish global partnerships with airlines and embassies, enhancing organizational reach and influence.
Procurement:
- Lead and facilitate project implementations and contracting processes, ensuring seamless execution.
- Collaborate with the legal team to meticulously review and finalize all legal documents.
- Oversee comprehensive procurement processes for goods and services, emphasizing quality and value.
- Manage the onboarding and contracting of vendors and consultants, ensuring alignment with organizational standards.
- Efficiently manage inventory, both physical and remote, to support operational needs.
- Ensure facility management and compliance with utility agencies, maintaining a productive workplace.
- Collaborate with the programs team to attract and engage skilled talents for project excellence.
- Maintain a comprehensive repository of organizational MoUs and agreements with stakeholders.
Audit & Compliance:
- Ensure full legal compliance with local and international regulations, safeguarding the organization’s reputation.
- Collaborate closely with the Finance, Audit & Compliance department to support audit procedures.
- Provide cross-functional assistance to other departments, fostering a collaborative and an integrated work environment.
Admin Functions:
- Oversee administrative functions, ensuring smooth office operations and resource allocation.
- Develop and implement administrative policies and procedures, promoting consistency and efficiency.
- Supervise administrative staff, providing guidance, mentorship, and fostering a positive work environment.
- Coordinate logistics for internal and external meetings, workshops, and events.
- Manage office supplies, equipment, and facilities, optimising resource utilisation.
- Ensure compliance with health, safety, and security protocols in the workplace.
Additional Responsibilities:
- Continuously seek opportunities for operational enhancement and innovation.
- Spearhead special projects and initiatives to advance organizational objectives.
- Lead, inspire, and mentor a high-performing operations team.
- Foster effective communication and collaboration across departments.
- Adapt to evolving organizational needs and priorities, demonstrating flexibility and agility.
Required Skills Qualifications and Abilities
- Degree in Business, Operations Management or related field
- Experience budgeting and planning
- Proven experience (8+years) with at least 3 years in a senior manager role
- Proven work experience as Operations Manager or similar role
- Knowledge of organizational effectiveness and operations management
- Project management certification is an added advantage
- Excellent communication skills
- Leadership ability
- Outstanding organizational skills.