Summary
Date Posted: Monday, August 07 2023, Base Salary: Not Disclosed

JOB DETAILS:
Position Summary:
The Operations Manager will be responsible for day-to-day operations of the Country Office, providing operational support, helping to create and maintain good organizational procedures and policies, and developing operational budgets in collaboration with the Director of Administration and Finance and Technical Director, ensuring organizational effectiveness and efficiency by providing stewardship to the office’s operation functions and resources. Working with the senior management to implement ICAP Standard Operating Procedures and practices. This position is grant funded and continuation is subject to availability of funds.

Major Accountabilities:
Office Management and Administration
• To create, implement, manage, and maintain record keeping, confidential personnel files, and inventory control systems.
• To oversee office property is adequately safeguarded and insured by general insurance and ensure health and Safety policies are upheld at the office.
• To prepare, respond to and file correspondence on behalf of the office operations.
• To establish and maintain an inventory of office supplies and equipment and draft the disposition plan on project close.
• To design, organize and maintain specialized and custom forms, records, reports; files and logs to support both administrative and technical work processes in areas of assigned responsibility.
• To monitor office supply needs and utilities consumption, ensuring the office has all the necessities in plan all time.
• Taking lead with support from the Admin Officer in sourcing venues and negotiating costs wherever applicable to make sure their cost benefit to ICAP.
• To ensure all full-time and short-term assistance foreign nationals have adequate support on transition to Zambia or visit on TDYs.
• To supervision of the Admin Officer, ensuring that he/she provides all the necessary support to the office.
• To support the Director of Administration and Finance as change manager to implement all new operational changes.
Contracts Management
• To initiate and coordinate with the supervision of the Director of Administration and Finance all contractual agreements, Leases including consultants, technical services agreements, and subcontracts. Including identification and negotiations to make sure ICAP get Value for Money.
• To ensure that contractual requirements are met, including timely renewals and reviews by maintaining a contract tracker.
• To assess with Director of Administration and Finance that all contracts signed are compliant with both ICAP and funder requirements and ICAP standard operating procedures.
• To ensure that ICAP policies, procedures, donor regulations, and requirements are always met.
• To support the Director of Administration and Finance in the development of all necessary Country Office specific operation policies like Inventory Management, Utilities usage, etc.,
Fleet Management
• To supervise the Procurement and Logistics Officer and ensure that project stakeholders are actively engaged.
• To oversee the logistical needs and act proactively to meet needs and keep the project team informed on the status of project supplies.
• To support maintenance of tracking systems for specific procurement, program inventory, action memos, approvals, and other administrative tasks.
Communication
• To generate management information including partner and staff contact list and other communication monitoring systems.
• To monitor, manage and improve the efficiency of operational support services and facilitating the coordination and communication between support functions.
• To carry out any other duties as assigned.

Qualifications And Experience
• A full grade 12 certificate
• A minimum of a Bachelor’s degree in Public Administration or equivalent qualification.
• A minimum of 3 years’ experience in a similar position in an International Organization
• Knowledge of United States Government funded projects standard provisions and rules and regulations.

Requisite Knowledge, Abilities And Skills
• Computer literate preferably Microsoft Word, Excel, Outlook and Power Point;
• Good interpersonal and team building skills;
• Excellent analytical and problem solving skills;
• Effective writing, verbal and listening communication skills;
• Attention to detail and high level of accuracy;
• Very effective organization and time management skills;
• Be flexible, honest and trustworthy and with sound work ethics;
• Ability to maintain a high level of accuracy confidentiality concerning organization files;

Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
• Qualified residents of Western Province are encouraged to apply for the positions that will be based there, and all suitably qualified candidates should attach their cover letters and a detailed Curriculum Vitae (CV) of not more than 4 pages. Ensure to indicate position being applied for in the subject line and do not attach certificates at this stage.
• The closing date for receiving applications is 18th August 2023. Only shortlisted candidates will be contacted.
• ICAP is an equal opportunity employer, values inclusion, and a diverse workforce. All qualified applicants will receive equal consideration for employment.
• Interested and qualified? Click here to apply

All Jobs

QUICK ALERT SUBSCRIPTION