Operations Manager

roomDar es Salaam

business_centerFull Time

book2 Direct Reports

bookmark Manager

directions_carDriving License Not Required

flagOnly Open to Tanzanian Nationals

businessBusiness Services / Consultancy

Operations

Summary

Responsible for delivering quality services in administration, finance, procurement, event management, and HR in adherence to mastering all relevant rules, guidelines, processes, and procedures. Makes use of a client-oriented and results-focused approach to interpreting the rules and procedures, providing support and guidance to the Company and its members, and ensuring delivery of services.

Responsibilities

Finance

  • Develop and monitor the annual Secretariat budget ensuring financial transactions are in accordance with the organization’s financial rules and procedures.

  • Coordinate the collection and deposit of cheques and cash from members for payment of membership fees.

  • Review the monthly petty cash usage report for accuracy and completeness.

  • Prepare payments and request approval on disbursement.

  • Review supporting documents and raise invoices.

  • Process payroll and ensure accuracy and completeness.

  • Propose procedures to improve internal controls and efficiency and respond to audit issues.

  • Ensure statutory obligations are computed and prepared including tax returns.

  • Ensure bank reconciliation is conducted at month-end.

  • Prepare monthly, quarterly, and annual financial reports for the Secretariat. Maintain financial records

    for the projects and prepare periodic reports.

  • Liaise with the management team to get relevant financial documentation for the annual Secretariat

    audit including the projects.

  • Work closely with the finance and accounting service provider on payroll matters, statutory

    obligations, internal controls, reporting, audits, and compliance with the International Financial Reporting Standards (IFRS) rules and regulations.

Procurement

  • Coordinate the sourcing of supplies and services.

  • Verify procurement requests and ensure procurement procedures for general office and project-specific equipment, supplies, and services are carried out in a transparent and cost-effective manner; and provide recommendations on procurement decisions.

  • Negotiate prices with various suppliers aimed at cost optimization and ensuring value for money.

  • Ensure the maintenance of the office supplies inventory, anticipate supplies that are needed, evaluate new office product requirements, orders are placed and delivered in a timely manner.

  • Manage contracts with vendors/ service providers including contracts for outsourced services namely finance and accounting services; website maintenance services; communications, public relations and marketing services; and information technology services.

  • Prepare monthly, quarterly, and annual procurement reports.

    Human resources

  • Design and implement an appropriate organizational structure  to deliver its short and long-term strategies.

  • Implement the recruitment and selection process that meets workforce demands and is aligned to the set policies and procedures.

  • Coordinate staff training and development within the organization.

  • Lead the implementation of the performance management system.

  • Ensure the execution of a fair and equitable compensation and benefits policy. Conduct periodic salary reviews.

  • Process and update records of staff leave.

  • Prepare payroll, including benefits and entitlements.

  • Ensure strong employee relations by managing employee discipline, complaints, and grievances with regard to labor law.

  • Prepare monthly, quarterly and annual reports for human resources.

    Events management

  • Manage and coordinate, in collaboration with the partnerships and membership services and project functions,  events including the monthly dinner, annual gala dinner, and project/program events. Ensure the media is notified of the events and member attendance is confirmed.

  • Prepare monthly, quarterly and annual reports for events management.

    Administration

  • Ensure that the office is managed effectively and efficiently through timely provision of services and supplies and maintenance of records.

  • Direct the sorting, dispatching, and collection of mail and drafting of letters and documents.

  • Coordinate the development and implementation of hard copy and electronic filing and retrieval systems.

  • Maintain a safe and secure working environment.

  • Prepare monthly, quarterly and annual reports for administration.

Education and Qualifications

  • Bachelor’s degree in Finance, Accounting, Business Administration, Human Resource Management, Procurement or related field

  • Master’s degree in Finance, Accounting, Business Administration, Human Resource Management, Procurement or related field is an added advantage

  • A professional qualification (e.g. Certified Public Accountant (CPA), Association of Chartered Certified Accountants (ACCA)) is an added advantage

Requirements

  • Minimum of 5 years relevant working experience with at least 2 years supervisory experience.

Characteristics

  1. Problem-solving

  2. Communication 

  3. Organization 

  4. Management 

  5. External relations 

Reporting To

Executive Director

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Business Services / Consultancy: 4 Years

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Operations: 4 Years

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