Job Description for the HR and Operations Manager

Reporting to the Country Director

Background

On Call Africa was set up by a group of doctors and international development experts, all with a shared desire to improve access to healthcare and health outcomes within rural communities. In particular looking to support communities with traditionally poor access to medical professionals and amenities – Zambia was selected due its low ratio of doctors to people. Following a consultation with the Ministry of Health, the Southern Province was selected as the starting point.

Our work in Zambia
On Call Africa collaborate with the Zambian Ministry of Health, supporting the achievement of their strategic objectives. We ensure that our work is embedded at all levels of the health system to ensure co-production takes place to develop programmes that meet national objectives, as well as locally identified needs.

On Call Africa operates at every level of the health system, helping to shape policy and design quality programmes, while also piloting and testing programmes at rural health facility, and community level, to build evidence of what does and does not work.

Through our 2022-2026 strategy our aim is to support improved access to quality healthcare in rural areas through:

• Improving access, to and quality of healthcare for rural communities
• Strengthen community health programmes
• Influence policy and practice in the rural health system
• Expand our reach

The Role
This role will sit in the Senior Management Team (SMT) at On Call Africa, and report into the Country Director. The key functions of the role are:

Responsibilities

Operations Leadership:

• Oversee annual budgeting process for Property and logistics.
• Maintain oversight of your budget lines, and ensure that all are delivered within organisational budgets.
• Oversee reforecasting for all property and logistics expenditure quarterly.
• Ensure all logistics staff operate within organisational policies and procedures.
• Ensure that policies and procedures across the organisation are implemented and regularly updated by relevant SMT members.
• In liaison with relevant project officers,  ensure  that HPCZ licenses, indemnity insurance and relevant work permits are appropriately obtained and saved on teams prior to overseas volunteers beginning work with OCA.
• Ensure that all staff have appropriate visas and work permits to work in Zambia.
• Ensure that OCA assets are managed effectively and that accurate records are kept in relation to all organisational assets.
• Ensure that service logs for all vehicles are maintained, ensuring required service dates are booked by relevant team members, and accurate mileage records are kept.
• Ensure vehicles are fit for travel and equipped with first aid kits and relevant tools for roadside repairs
• Ensure vehicle fitness, road tax and insurance are in place for all vehicles.
• Ensure that vehicles, logistics staff and resources are appropriately allocated to meet programmatic and operational needs.
• Work with our IT provider to ensure that the IT and digital knowledge and systems work effectively, and that IT security meets compliance.
• Lead on Health & Safety, ensuring OCA consistently meet all standards and regulatory requirements
• Lead on the management of OCA property to ensure the working environment meets the needs for volunteering, staffing and service levels.
• Lead on Operations  activities for the whole organisation, working with the Country Director and rest of the SMT. Including procurement for suppliers and office management.
• Ensure OCA is legally compliant on all its processes including   annual returns  with PACRA.

HR & People Leadership:

• Ensure the organisational culture, HR systems and processes reflect current best practice and meet the needs of staff, volunteers and managers.
• Ensure that a strong, cost-effective Learning & Development programme is in place, which supports career development at all levels.
• Build and maintain a culture of learning and improvement, providing support and opportunities for individuals and teams to develop and be empowered.
• Lead on employee engagement.
• Provide effective line management to the logistics and property staff. Including regular supervision, support, professional development and annual appraisals
• Ensure that all staff are supervised and supported by their line manager, in accordance with policies and procedures.
• Ensure that all staff contracts are up to date and registered with the labour office.
• Ensure that all staff have up to date job descriptions that accurately reflect roles and responsibilities.
• Support line managers to lead on disciplinary processes and ensure that they comply with internal policies and procedures and national legislation.
• Work with SMT to conduct annual pay review process and make recommendations to the pay review panel.

Organisational Leadership:

• Contribute proactively to the development and delivery of all areas of the strategic plan and organisational-wide work, including sustainability, digital developments, HR matters, policies and procedures, and organisational development.
• Work in close partnership with other members of the management team to ensure effective and seamless service development, delivery and reporting.

Personal Qualities

Essential

• Experienced HR or Operations manager with over 5 years experience in a senior leadership role.
• Educated to degree level or equivalent in HR and/or Operations management.
• Experience in both HR and Operations roles
• Ability to work independently but also a strong member of a team.
• Strong understanding of Zambian labor laws
• Experience of managing a large team
• Experience of developing and managing large budgets
• Experience of leading HR and/or Operations in a fast growing organisation
• Proficient with Microsoft Office – WORD, Excel etc
• Good written and verbal communication skills in English
• Excellent organizational skills and the ability to prioritise work
• Ability to problem solve, work positively with others to deliver results

Desirable

• An interest or experience in community work in remote settings
• Full driving license
• Experience of leading operations at an NGO or PBO, with sound understanding of regulatory requirements