Operation Manager

ROLE PURPOSE

Under the supervision of the Team Leader, the Operation Manager manages the day-to-day operations necessary for VOSIEDA to achieve its objectives, address significant operational challenges, and report to the management on any key issue and potential risks. The Operations Manager is responsible for managing administrative staff, guiding operating methods, monitoring operation budgets, improving information systems, overseeing human resources requirements, updating senior executives, analyzing financial data, and developing operating procedures and policies. The Operation Manager at VOSIEDA must process superior organizational skills and strategic planning to assist in generating funding growth, harmonize operations, improve employee performance, and enhance the organization development.

The successful candidate must possess strong leadership skills, analytical and strategic thinking abilities, a talent for finance and budgets, ability to multi-task, and superior interpersonal skills. The noteworthy Operation Manager should streamline operations, ensure that administrative functions run smoothly, eliminate wastage, and improve our organization’s financial standing through accurate expenditure monitoring and budget forecasting. He/she also coordinate legal issues, logistics and procurement, facility maintenance, and building relationships with government and program recipients.

SCOPE OF ROLE:

Reports to: Team Leader

Staff directly reporting to this post: logistics, IT, procurement, security, all administrative and support staffs.

KEY AREAS OF ACCOUNTABILITY:
Internal organization management and development

• Coordinate the development and implementation of annual operations plan and budget;

• Oversee day-to-day operations.

• In coordination with management, develop organizational policies and ensure policies implementation.

• In coordination with management, disburse funds to project managers.

• Manage administrative staff and petit cash

• In coordination with management, hire and train administrative staff.

• In coordination with management, negotiate contracts and agreements with vendors and partners.

• Maintain corporate relationships with donors and partners

• Monitor operating expenses in each program and project

• Regularly update the Team Leader and Board on the performance of the organization.

• Lead the performance management process that measures and evaluates progress against goals for individual staff and the organization.

• Provide for all staff a strong day-to-day leadership presence; contracts, bridge national and regional operations and support an open-door policy among all staff

• Lead and manage the organization’s development activities

• Organize and lead local fundraising events and activities to generate local revenue to cover local costs

• Identify geographic growth opportunities and priorities

• Communicate the VOSIEDA branded message internally and externally

• Represent the organization as needed.

Finance, Technology, and Human Resources

• Produce and implement a Balanced Scorecard metric throughout the organization;

• Cultivate the values of VOSIEDA within the organization;

• Instill a human capital development and “coaching” culture within VOSIEDA; upgrade human resources functions including: training, development, compensation, employee relations, performance evaluation, recruiting and contracting;

• Develop an accounting system that provides the organization with quick access to financial information and enables strategic budgeting

• Analyze the current technology infrastructure and scope out the next level of information technology and financial systems that support the growth of specific programs and the organization overall

Fund Raising:

• Do budgeting, and review program and project budgets for approval by the Team Leader;

• Develop and implement systems for reporting, measurement and supporting local revenue generation.

• Administrative aspects including proposal preparation and granting writing

Cross-Cutting

• Support the Program Managers and field offices in embracing and implementing fully ‘durable Solutions; in partnership in line with VOSIEDA’s mission

• Oversee procurement and logistical functions

• Oversee property management functions, to include, but not limited to, asset management, predictive maintenance systems, inventory management, preventive maintenance, capital improvement projects, procurement, regulatory compliance, and quality assurance.

• Oversees the establishment, maintenance and monitoring of internal controls, as well as policies and procedures for all operations of responsibility.

• Remain current on changes within the legal, regulatory, economic and technology environments, which may affect the financial and administrative operations of the organization.

• In coordination with Team Leader, review and approve contracts and contractual amendments

SKILLS AND BEHAVIOURS (our Values in Practice)

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling VOSIEDA’s values.

• Holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve.

• performance and applying appropriate consequences when results are not achieved.

• Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their personal development, and encourages others to do the same

• Widely shares their vision for VOSIEDA, engages and motivates others.

• Future orientated thinks strategically.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, members, and external partners and supporters

• Values diversity, sees it as a source of competitive strength

• Approachable, good listener, easy to talk to

• Develops and encourages new and innovative solutions

• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency

QUALIFICATIONS AND EXPERIENCE

• At least 8 years’ experience in an NGO environment, including experience directing and implementing development programs, with solid experience in more than one of VOSIEDA’s priority sectors indicated above.

• Recognized leadership role in relevant technical areas at both field and office level

• University Degree, preferably a Master’s degree in business administration or equivalent.

• Reliable and self-motivated

• Good communication skills

• Superior problem-solving skills

• Strong leadership qualities

• Broad knowledge of business departments and their functions.

• Strategic thinker

• Budget management experience

• People-management skills

• Exceptional organizational skills

• Fluency in written and spoken English and knowledge of French will be an asset

• Ability to work within a team

HOW TO APPLY

Please write an English letter of application stating clearly, what motivates you to apply for the above position and how your qualifications and experience are relevant to the post. Include a copy of your CV, application letter, and the names and contact information of three references. Do not send original hard copies documents, as these will not be returned to you. Submitting false information will result in your application being disqualified.

Please submit applications with the subject title “Operation Manager Position”

Application [Your Name]”:

In VOSIEDA office or e-mail applications to info@vosieda.org

Shortlisted candidates will be invited for a written exam and/or interview. Late or incomplete applications will not be considered.

Closing date for applications: March 15th, 2022 before 5:00pm