Vacancy: Operations Manager

JOB DESCRIPTION: Operations Manager

TITLE:                            Operations Manager

FUNCTION:                   Operations Management of Organisation

HOURS OF WORK:      08H00 to 17H00 | Mondays to Fridays |

Minimum 40 hours per week

RESPONSIBLE TO:      Board

Email application letter and CV to Fareed Abrahams at [email protected]

Closing date is 30 November 2021.

Only shortlisted candidates will be contacted. Beit-ul-Aman reserves the right to withdraw the vacancy at any stage.

This exciting and challenging opportunity exists at Beit-ul-Aman Frail Care Center.

The role is responsible for delivery of all operational and governance functions of the institution, including but not limited to the following:

  • Provide leadership to the organisation operations and to be responsible for the management and administration of the organisation within the strategic, policy and accountability frameworks laid down by the Board.
  • Together with the Chairman, enable the Board to fulfil its duties and responsibilities for the governance of the organisation, and to ensure that the Board receives timely notification and appropriate information on all relevant matters.
  • Maintain robust financial controls, monitoring and evaluation processes, systems, and appropriate policies across the organisation.
  • Ensure effective teamwork and a culture of professionalism, learning, and development.
  • Responsible for identifying & implementing process efficiencies and value-added activities within budget, and managing relationships with key stakeholders and service providers.

Specific Responsibilities

Governance and Compliance 

  • Ensure that the organisation fulfils all its legal, statutory, and regulatory responsibilities.
  • Ensure that the Board receives all necessary advice, guidance, and information on matters relating to current performance, regulatory and legal compliance, and other appropriate issues.
  • Draw the Board’s attention to matters that should be considered and decided upon.
  • Ensure, in partnership with the Chairman of the Board, that the organisation’s governing instruments and governance structures are regularly reviewed and assist with the Board’s assessment of its own performance.
  • Ensure that the major risks to which the organisation is exposed are reviewed regularly by the Board and the executive team and that systems have been established to mitigate these risks. Ensure risk analysis is automatically carried out when taking on new work or proposing new work to the Board.
  • Assist the Board to govern the institution well, and that the Board has access to relevant external professional advice and expertise.
  • Ensure that all policies are up to date and reviewed on a regular basis

Management Effectiveness

  • Accountable to the Board for the proper and effective management of the organisation.
  • Ensure that business, operational, and annual plans that aligns with the strategic plan are developed, agreed, and implemented.
  • Identify appropriate methods for monitoring the performance of the organisation and to report back to the Board on the performance of the organisation its strategy, its business, operational and annual plans, and against the annual budget, as approved by the Board.
  • Ensure that the recruitment, management, training, and development of staff reflect prudent employment practice and are directed towards achieving the organisation’s objectives.
  • Ensure that the organisation is aware of best practice and that it constantly works to achieve this within the constraints laid down by the Board and available resources.
  • Manage direct and indirect team members.
  • Manage service delivery through a team of managers.
  • Guide and direct staff to achieve operational excellence standards.
  • Hold first line managers accountable for managerial work, including selection, performance management and talent management.
  • Manage the human resources processes for the team as well as all day-to-day staff administration.
  • Create a climate for optimal performance and manage sub-optimal performance accordingly.
  • Balance own priorities with directing and motivating others.

Financial Management

  • Assist senior management/the Board in preparing and ensuring annual audited accounts are instructed.
  • Facilitate the organisation’s annual budgetary planning. Ensure effective models and tools are in place to enable planning and budget management at all levels.
  • Maintain effective mechanisms to ensure the robustness of external and internal controls in the organisation.
  • Develop, implement, and maintain financial controls, standards, and systems.
  • Facilitate day-to-day operations, including tracking financial data, invoicing, payroll, bank statements, reviews and completing monthly bank reconciliations.
  • Review cash flow, accounts and other financial transactions.
  • Review, develop, and maintain internal accounting controls and procedures and advising staff on these.
  • Organise monthly budget review meeting and prepare official reports on a monthly, quarterly, and annual basis to present to the Board.
  • Oversee both internal monitoring and evaluation processes and the external auditing process. Carrying out internal checks and audits as and when needed.
  • Provide accounts to the external auditor and assist to produce Annual Financial Statement (AFS) and send the AFS report to the Department of Welfare and other appropriate stakeholders.

Operational Efficiency 

  • Take ownership of operational efficiency and quality delivery
  • Accountable for execution of tactical business plans for the team at an operational level
  • Project Manage/oversee projects relating to portfolio
  • Manage the organisation security and access control
  • Manage the IT infrastructure and supporting systems
  • Manage all Administration functions including HR

Relationship Management

  • Build and maintain strong relationships with key stakeholders and service providers, including but not limited to the Board, members of public, donors, sponsors, etc.

Job Requirements

Minimum requirements for the role:

  • Matric / Grade 12 plus Finance or business degree
  • More than 5 years finance function experience covering all aspects of finance (business planning, budgeting, reporting, drafting annual financial statements, submitting tax returns, etc.)
  • More than 10 years’ experience of working within the non-profit sector or public authority (local or national government) and with direct experience of working with senior management and Boards of Trustees.
  • Experience of managing /overseeing operations in an organisation or as second-in-command in a large organisation.
  • Experience of leading and managing non-finance functions such as HR, legal, facilities and administration is highly desirable.
  • Familiar with the Department of Social Development requirements, funding applications, returns, policies and procedures
  • Familiar with health and safety procedures
  • Proven management track record is essential
  • Excellent organisational skills 
  • Good inter-personal skills, including influencing skills.
  • Ability to collaborate effectively with others to achieve personal and team results
  • Self-starter, able to show initiative and work with minimal guidance
  • Capacity to work under pressure and meet deadlines  Solution-driven, passionate and energetic
  • Possess a strong sense of ownership and initiative as well as a proactive mindset
  • Fully computer literate and up to date with technology trends
  • Own Transport

Competency requirements:

  • Strategic thinking
  • Analytical skills
  • Adaptability
  • Team Player
  • Results Driven
  • Customer Service
  • Professionalism
  • Leading with influence
  • Innovation
  • Execution
  • Innovation
  • Compassion
  • Collaboration