Job Summary:

The Operations Manager is responsible for overseeing and ensuring the efficient functioning of all operational, administrative, and logistical activities within the organization. This role involves implementing policies, managing risks, supervising vendor and asset management, and ensuring compliance with regulatory requirements. The position requires strategic planning, operational forecasting, and robust internal control mechanisms to support organizational growth and accountability.

Key Responsibilities:

1. Policy & Procedure Implementation
• Implement approved organizational policies across departments.
• Establish learning mechanisms for policy awareness.
• Review existing policies and provide recommendations for updates.
• Obtain management approvals for proposed policy changes.

2. Data Management
• Ensure accurate and timely data entry and database maintenance.
• Manage dashboards and generate reports for management review.
• Maintain comprehensive lists of organizational data for operational efficiency.
3. Operational Planning & Forecasting
• Maintain a list of all operational expenses.
• Forecast utilities, rental, and other recurring operational expenses.
• Track non-budgeted expenses and provide analysis.
4. Risk Management
• Maintain the organizational Risk Register.
• Identify, assess, and prioritize risks across operations.
• Develop and implement risk mitigation strategies and plans.
• Monitor, review, and adjust risk management strategies regularly.
5. Vendor Management
• Maintain a vendor pool with agreed payment terms per policy.
• Monitor vendor performance and resolve conflicts.
• Ensure adherence to organizational procurement policies.
6. Administration & Logistics Management
• Manage day-to-day administrative operations of Head Office
• Implement approved administration and logistics policies.
7. IT Management
• Ensure IT policies are up to date and effectively implemented.
• Maintain IT security and data management systems.
• Oversee system updates and technological improvements.
8. Fleet Management
• Implement approved fleet policies.
• Plan and forecast fleet operations and requirements.
• Conduct training and development for fleet personnel.
• Oversee operational management of organizational vehicles.
9. Asset Management
• Implement approved fixed asset policies.
• Maintain an updated inventory of organizational assets.
• Manage repair and maintenance schedules.
10. Safety & Security Management
• Implement approved security policies.
• Develop mechanisms and learning programs for organizational safety and security.
11. Operational Risk Management
• Conduct organizational, procurement, security, and travel risk assessments.
• Develop mitigation strategies for identified risks.
12. Implementation of Regulations & Compliance
• Track changes in laws, regulations, and organizational policies.
• Monitor compliance and enforce regulatory requirements.
• Respond to compliance issues effectively.
13. Management Reporting
• Maintain standardized reporting formats.
• Define timelines for reporting and ensure adherence.
14. Quality & Accountability
• Promote standardization, continuous learning, and improvement.
• Ensure transparency and accountability in operations.

Job Specifications:

Education:

• Master’s Degree in Business Administration, Logistics, Supply Chain Management, Economics or a related field.

Work Experience:

• 5 to 6 years of relevant experience.

Skills:

• Leadership skills
• Strategic thinking
• Problem-solving skills
• Communication skills
• Analytical skills
• Financial Management skills
• Technical skills
• Supply Chain Management
• Collaboration and Team work