Business Operations Manager Nairobi, Kenya with travel up to 15% (Tanzania & Uganda) Manager / Adviser (will be a Senior Management Team member)

Transcription

1 Job Title: Location: Reports to: Grade: Business Operations Manager Nairobi, Kenya with travel up to 15% (Tanzania & Uganda) Academy Centre Director Manager / Adviser (will be a Senior Management Team member) Background The Academy Centre in East Africa is a branch of the Humanitarian Leadership Academy, a UK based global networked organisation whose mission is to enable people around the world to prepare for and respond to crises in their own countries. The Academy Centre in East Africa started operations in January 2016 by setting up partnerships and activities in Kenya. Since then the centre s activities have been rolled out in Uganda and Tanzania. The Nairobi office for the centre currently works with organisations from across the East Africa region in the not-for-profit, public, university, and private sectors. The goal is to help local communities across the region to prepare for, respond to, and become more resilient in the face of disasters by promoting and developing existing and new humanitarian preparedness and response focused learning and development opportunities. For more, please visit: Job Purpose Based in Nairobi, the purpose of the position is to lead the Business Operation functions in the East Africa Academy Centre across multiple locations in East Africa, ensuring provision of quality support to operations in all countries where the Academy s work is being implemented. The role will include ensuring that the planning processes take into account the centre s strategy (and more widely, that of the organisation as a whole), and that the Academy s impact is constantly being monitored; ensuring the Centre has the systems, resources, and processes needed to effectively deliver quality learning solutions; organising and overseeing the day to day operations of the Centre; The area of responsibility for this role is very wide and thus requires thorough knowledge of key operations processes, with the ability and competences to plan a wide range of operational activities. He/She must be an excellent leader who can help put in place the most efficient ways of running the Academy s business in the region, aimed at sustaining and increasing the efficiency of the Academy centre s operations. S/he will be a member of the Senior Management Team and is responsible for effective and efficient relationship with the centre s host organisation in delivering all business support services. The position will enable provide support for, and hold other staff accountable for the planning and delivery of learning solutions. This includes ensuring that Academy policies, procedures and minimum operating standards are adhered to and applied at all times in relation to all business October 2017 Page 1 of 5

2 services. The post shall also ensure that the Academy has the required business structure, resources and technical capacity to manage its operations in East Africa. Key accountabilities Business Operations Management: setup and maintain Academy Centre systems to support delivery of quality learning solutions Coordinate the design, establishment and implementation of the Academy Centre s Minimum and Optimal Operating Standards, including its four pillars of strategy development, business planning and delivery, accountability and decision-making, and guidelines and systems, and provide day to day coordination of the related systems, processes and tools required. Regularly review and assess the efficiency of business operations processes (including procurement processes) according to the minimum operating standards and put in place required improvements. Plan and monitor the day-to-day running of the Centre to ensure smooth progress on the delivery of learning solutions. Ensure the smooth operation of the Academy s management reporting system, which includes responsible for primary liaison with host organisation(s), annual planning and budgeting process, plus half year review and maintaining local dashboards. Responsible for the East Africa Academy Centre s documentations, creating and maintaining a repository of all key Academy documents, including governance papers and contracts including promoting inter-office information exchange, and knowledge management tools and systems. Responsible for planning, implementation and monitoring of learning & development activities and budget of Academy Staff. Liaise with the Centre Director in making decisions for operational activities and set strategic goals. Strategy, Planning and Impact Enable, provide support for and holding other staff accountable for, the development and delivery of quality learning solutions. This includes leading on planning and overseeing the development and execution of the Academy Centre s deliverables, budgeting, action plans and monitoring processes. Manage and motivate the teams and solve issues related to schedules and delivery. Develop and submit activity, progress, financial reports on a regular basis to the Academy Centre Director. Review and ensure monitoring and evaluation activities and reporting meet internal and external standards, and are completed on schedule. Organize training, networking and other events and activities to help the teams achieve high levels of learning solutions delivery. October 2017 Page 2 of 5

3 Works with the Academy Centre Director to ensure close collaboration with donors, cooperating partners, consultants and volunteers to guarantee smooth implementation and successful outcome of the project. Financial management and Learning Centres / grant oversight Responsible for enabling, providing support for and holding other staff accountable for, the deployment of financial resources. This include responsibility to monitor financial performance and facilitate the monthly management reporting on finance. Consult with the host organisation(s) Finance Director/manager regarding best practices for financial administration of project work. Develop and manage the oversight of the Centre-sponsored Learning Centres, as well as of grant and contract for services agreements, collaboration agreements and sub-agreements with partners and service providers. Good governance and coordination Ensure local legal compliance and standards includes adherence with Company law, tax, VAT and other legal related to the business of the Academy. Administer the Academy Centre risk register to ensure business risk management activities and compliance issues, including assessment and mitigation, are captured and included in work plans and clearly communicated. Convene regular meetings of the Centre s Senior Leadership Team Office management oversight Work with our host organisation to ensure that the Centre s office space(s) and IT systems are fit-for-purpose and administer the Academy s Office Manual. Act as nominated budget manager for the Academy Centre s premises-related costs budget and oversee the processing of the Centre s expenditure, ensuring all invoices and expenses are processed for the team and provide the liaison and good working relationship with the Centre s contracted service providers. Work with our host organisation to ensure the Centre has a robust process for travel authorisation, booking, tracking staff movements, welcoming and accommodating overseas visitors, and retaining up to date and accurate information relating to team travel. Support the Host / HR service provider (and Global Academy Office when needed) on recruitment and on-boarding of the Academy Centre Office employees, secondees and other human resources, and coordinate the management of employee-related data. The post holder will be expected to undertake other duties as may reasonably be required to meet the changing needs of the business. Person Profile Requirements October 2017 Page 3 of 5

4 BA/BS or above, or significant equivalent leadership experience, in a relevant subject. At least eight to ten years professional experience in programme or project management with extensive operations management experience Significant experience working in a leadership position Strong financial management aptitude and previous budget and financial management responsibility of at least $500k. Significant experience and knowledge of budget and financial controls, and managing contracts for service and grants from institutional donors. Solid working knowledge and experience of dealing with operations, vendor management, and contracting. Proven experience of working as part of a multi-disciplinary team and an ability to understand and negotiate complex organisational structures. Excellent verbal and written communication skills, including public speaking and presentation skills. Strong research, training and presentation skills (with development and business professionals, as key audience of training). Clear understanding of operating in East Africa (including companies compliance), specifically in Kenya. Fluent in English Preferred Experience of managing the delivery of products and services in the commercial sector or for a social business A Master s level degree preferably in development, business, commerce. Experience in managing learning, capacity building, knowledge management, and organizational development projects. Knowledge and ability to employ new project management technologies and performance measurement. Knowledge of humanitarian response, Disaster Risk reduction, and emergency preparedness. Personal attributes: Ability to set priorities between competing demands for resources. Ability to present the most complex data in a clear and simple manner. Highly output orientated and attention to detail Established communicator, good networker and constantly collaborative in approach. Competencies Leadership and personal effectiveness Applying technical and professional expertise October 2017 Page 4 of 5

5 Interpersonal and communications skills Working effectively with others Delivering results Problem Solving and Adapting We look for people who not only have the required skills and experience but who also fit our culture, based on our organisational values. October 2017 Page 5 of 5