Operations Manager

**Job Number**
- 67243

**Job Type**
- Permanent

**Job Title**
- Operations Manager

**Computer Skills**
- MS Excel,MS Outlook,MS PowerPoint,MS Word,Ms Office,Ms Teams,Sharepoint

**Industry**
- Agriculture

**City**
- Mthatha

**Province**
- Eastern Cape

**Manage office start-up and day-to-day operations (40%)**
- Develop and implement administrative workflows, procedures, and standard quality controls with support of US-based staff. Implement office support procedures and recommend changes as required
- Manage the office lease in Mthatha and maintain office management systems including office lease, utility and service contracts, and other relevant office management contracts
- Purchase office equipment and furniture
- Maintain an up to date inventory of all office equipment and furniture purchased
- Ensure adequate stock of office supplies
- Oversee maintenance of office equipment such as photocopiers, printer, and scanners as well as additionally ensuring repairs are made in a timely fashion (and or routinely to maintain functionality of office equipment)
- Oversee the cleaning, maintenance, and repair of office facilities including electricity supply, water, and plumbing

**Oversee procurement of project and office-related materials (40%)**
- Ensure that procurement process is executed in a systematic, transparent, and compliant manner, in alignment with Procurement Policy Manual
- Work with the project’s accountant to ensure that procurements, contracts, and purchase orders represent best value for money and are in line with the project’s budget
- Ensure timely processing of purchase requests
- Ensure all procurement documentation is uploaded to SharePoint within 30 days of finalization
- Establish an effective inventory system
- Maintain equipment and furniture inventory list, including location of all assets. Physically verify existence of all inventory on a semi-annual basis
- Oversee management and use of project motor vehicle
- Oversee the work of a contractor on installation and configuration of computer hardware, software, systems, networks, printers, and scanners
- Ensure that the contractor monitors, maintains, and updates computer systems and networks, as well as provides responses to systems assistance in a timely manner to service issues and user requests
- Resolve routine operating problems as they arise.

**Human Resources (10%)**
- Coordinate recruitment, selection, and orientation of new staff with the support of Team Leader (around 5 staff)
- Prepare advertisements and employment contracts
- Identify and organize interview panels for the open position
- Promote gender and ethnic sensitive recruitment and retention strategies support from the Senior Director, Gender & Social Inclusion
- Support the Team Leader to administer the compensation, performance management, and benefit programs
- Manage and maintain health insurance benefits/policy and records pertaining to staff insurance and direct staff on process for preparing and submitting insurance claims
- Manage the communication of and compliance with local labor laws, cultural norms, donor requirements, and ACDI/VOCA Group and Company-specific policies.
- Provide onboarding related training to staff as required
- Alert US-based staff as new regulations come into effect in country that may impact the integrity of the Employee Policy Manual (EPM)
- Manage employee relations
- Provide support and guidance to project staff to ensure all activities are compliant with ACDI/VOCA Group standard operating procedures
- Counsel employees on HR-related matters
- Provide guidance to Team Lead on staff-related issues
- Address complaints and disputes in a confidential manner
- Acquire legal advice as necessary to ensure full compliance with local labor laws
- Establish and maintain employee and position-related records SharePoint
- Ensure timely updates and accuracy of the information provided
- Ensure all HR related documents are saved on SharePoint based on the organization’s filing standards
- In coordination with the project’s finance team, manage exit process for departing employees
- Issue termination letters, clearance forms, and certificates of service
- Provide calculation for final payout which should include severance pay and unused annual leave

**Provide logístical and administrative support (10%)**
- Support project technical staff in managing workflow and logistics
- Coordinate the arrangement of travel and accommodations for staff and consultants, including booking hotels, organizing meetings, arranging air and ground travel, tracking messages and communication, and maintaining contact with staff during travel
- Facilitate visas and work permits for staff and consultants
- Monitor security alerts related to staff and consultant travel, advise Team Leader as appropriate on necessary precautions to be taken
- Provide logístical support for events, conferences, and workshops including arranging refreshments and venues and