Summary
Date Posted: Wednesday, January 24 2024, Base Salary: Not Disclosed

JOB DETAILS:
Overview
We are hiring!
Our client in Lusaka, Zambia is looking for an Operations Manager to join their team for a vacancy within the NGO industry.
To apply or for more information, please follow the link below.

Designation
The post holder will provide the smooth back-office engine for the Country Office so that the organisation’s projects and programmes have tight and very accountable and transparent procurement, administration, logistics, and some personnel management functions. The postholder will support the Country Director (CD) to develop policies and procedures that ensure adherence to best Zambian and international practice.

KEY RESPONSIBILITIES
Programme Operations 15%
• Support Programme staff to deliver their work smoothly by ensuring tight, well-recorded back-office systems.
• Ensure all registrations and annual returns are up to date.
• Support the adherence to all organization policies, especially the Organisation Handbook.
• Take part in the programme management team meetings.
• Support development of procedures in the Organisation Handbook in this area.
• Provide a monthly, structured management report on all key performance areas to the CD.
Procurement 50%
• Plan major procurements annually and report on same to senior staff, using an annual procurement plan and a procurement tracker.
• Secretary to the Procurement Committee.
• Source agreed purchases and services, using the procurement tracking system and the approved list of suppliers.
• Where suppliers are lacking, working with the CD and Procurement Committee to source suitable supplier prospects.
• Ensure procurement policies and procedures are adhered to rigorously.
• Routine structured management report to the CD using the procurement tracker.
• Support development of procedures in the Office Handbook in this area

Office Management 20%
• Management and support of ancillary staff: security, drivers, cleaners, receptionist, casual staff
• Oversight of the office and garden, maintaining them to the highest sanitary, aesthetic and environmental standards.
• IT/IS support to the office team.
• Office security through the team of guards/gardeners.
• Supplies and stationary provision.
• Co-manage the admin officer’s workload and work quality.
• Develop with the CD stronger virtual and physical filing systems.
• Support development of procedures in the Office Handbook in this area.
Logistics & Security 10%
• Manage logistics officer/driver(s) and the trips they undertake, tracking same rigorously.
• Ensure drivers carry out vehicle checks and track using our systems.
• Ensure vehicles are taxed, insured and maintained.
• Visitor support, visas and immigration as required.
• Report any security concerns to CD.
• Support development of procedures in the Office Handbook in this area.
• Report on all this systematically to the CD.
Personnel Management 5%
• Recruitment support
• Hiring support
• Support development of procedures in the Office Handbook in this area

QUALIFICATIONS, SKILLS AND EXPERIENCE
Education
• A graduate in a relevant subject (procurement, finance, accounts, business, bookkeeping, administration, or a Diploma with considerable relevant work experience).
Experience
• Demonstrable professional experience in procurement, office management, logistics, finance and bookkeeping or a combination of these things, ideally in an INGO context at a senior level.
• IS/IT
• Strong IS/IT skills as used in an office working environment, with the ability to support others in those areas.
• Excellent skills in all MSOffice applications.
• Skills in additional office management software.

LANGUAGE
• Fluent written as well as spoken English, with the ability to prepare reports of a high quality
• Knowledge of German and advantage, but not necessary

ATTITUDES AND MOTIVATIONS
• Self-starter and problem solver who can perform well with light supervision.
• Confident and able to represent the organisation externally.
• Team player, emotionally literate.
Open to Zambian nationals and/or residents

Job Experience: No Requirements

Work Hours: 8

Experience in Months:

Level of Education: Postgraduate Degree

Job application procedure
Interested and qualified? Click here to apply

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