Description:

Job Purpose
The Head of Operations will be responsible for managing information technology, office administration, donor relations and contracting/procurement for the Organization. Collaboratively with the Senior Management Team lead design, implementation and evaluation of processes and systems to increase operational effectiveness and efficiency at the Organization. Training of staff on security and safety. Ensuring visitors receive appropriate safety briefing on arrival. Implement strategic plan, integrating all aspects of the organization’s work including programs, communications, development, and finance.

Summary of Key Responsibilities;

• Responsible for visioning to implementation and support of effective user-centered technology solutions that best serve the strategic needs of the organization.
• Develop and manage the Operations annual work plan and budget.
• Manage grant life cycle, from request to close. This entails reviewing applications, tracking payments, reviewing or producing relevant reports, and monitoring impact.
• Conduct the due diligence that is required in the decision-making process, ensuring consistent application of statutory and internal requirements.
• Analyze systems for tracking grant data, make recommendations to improve grant-making systems that contribute to the team’s learning and evaluation efforts
• Oversee the outsourced managed services provider, IT infrastructure, hardware management, vendor management, user support services.
• Take the lead in the preparation of safety policies, plans, briefs, risk analysis and mitigation measures for the approval of the Chief of Party and Regional Office.
• Work closely with the senior and executive team to provide seamless services in all settings and participates in organizational strategic planning and budgeting.
• Ensure procurement policy is followed, and proactively work with the finance and program teams to ensure that planned procurement is done in a timely fashion. Ensure an annual procurement plan is kept up to date with input from relevant staff
• Identify and champion opportunities for streamlining and improvement of technology, including integration across applications and workstream efficiencies.
• Manage policy and compliance for cybersecurity, data privacy, and IT governance.
• Oversee physical and virtual office administration including receptionist functions, safety and accessibility of the office environment and operational support for staff, events, and meetings.
• Work with the HR Lead to draft staff contracts, including renewals, and manage the process around contract ends and terminations in line with Zambian labour law and organisational policies.
• Develop and manage an equitable contracting and procurement system. Support staff who select/manage vendors by ensuring clear policies, templates and training are in place.
• Ensure operational policies, systems, resources, and training for effective office administration, security, safety, technology support, and emergency protocols.
• Manage processes and advise senior management around recruitment, staff training, personal development, and disciplinary procedures.
• Contribute to overarching organization goals by participating in cross-functional working groups.
• Develop program impact metrics consistent with relevant plans and create a system of ongoing evaluation, ensuring strong work plans and alignment between individual, team, and organizational goals and priorities.
• Supervise, coach, and collaborate with program staff to ensure programmatic and team success, as well as to support the team’s ongoing professional development and growth

Required Skills and Competencies

• Excellent verbal and written communication skills.
• Strong project management skills with ability to meet deadlines.
• Ability to work independently, and to manage/oversee programs.
• Ability to manage multiple priorities in a resource-constrained environment.
• Ability to multitask, and openness to take on new duties as needed.
• International background/cross cultural work experience preferred.
• Strong management skills with an ability to influence, engage, and coach direct reports and peers.
• Strong interpersonal skills, ability to listen well and positively represent the organization and its mission.
• Ability to work independently and as part of a diverse team.

Primary Areas of Accountability: