Operations Manager Job in Tanzania
Salary Grade: 9
Reports to: Head of Twaweza
Supervises: Admin and IT staff
Deadline: 1 April, 2011
Overall Responsibility:
To manage the overall operations/office administration, including grant-making status oversight for all offices in East Africa, at the highest quality standards and ensuring that the Twaweza policies and the policies in each country are in line and adhered to.
Specific Responsibilities
Administration and Finance
1. Ensure administration, finance and HR policies and procedures are clear, understood and adhered to in the Twaweza East African Offices
2. Ensure compliance of the country laws in each of the East African Offices
3. Manage the planning and reporting of finances. Communicate financial plans to enable managers to manage budgets effectively,
4. Ensure excellent documentation and monitoring and reporting system are effective
5. Ensure office premises, facilities and processes are sourced and maintained efficiently and affordably, this includes setting up procurement processes for service providers of IT systems, utilities, air transport services, generator fuel, security etc as the need may be.
6. Advise the Management Team on staff welfare issues that may affect staff working conditions and staff motivation.
7. Management of assets including purchasing, insurance, handling and disposing.
IT Management
1. IT infrastructure developed and set-up, including fair usage policies, data protection, document sharing, email and internet use
2. Electronic and physical documentation management, including correspondence flows and filing, checked to assess consistency with policy and effectiveness.
3. IT systems and services are managed, maintained and supported effectively
4. Identify, propose and install all IT hardware, software and services and ensure they are maintained in accordance to best practices.
5. Complete hardware inventory created with clear maintenance and replacement cycle.
6. Inventory and maintenance of internal/external services, and implementation of active monitoring. (e.g office, internet, fileserver, mail server, web server)
7. Propose and implement policies and procedures for access and usage of IT systems and services.
8. Propose and implement clear support policy.
IT data, network and services are robust and secure.
Design and implement backup and disaster recovery procedures to ensure recovery of both data and services.
Implement and maintain data security based on user groups as defined by administration, (i.e group permissions on folders).
Propose and implement a user management policy, as guided by administration.
Cohesive IT strategy
Consult and advise on all IT issues.
Be aware of IT trends, issues and developments that are of relevance to the organization and advise.
Management
1. Active member of management team
2. Manage preparation and implementation of annual/quarterly work-plans and corresponding budgets, and annual reports and accounts;
3. Continually improve operational effectiveness, taking lessons learned and new knowledge into account;
4. Liaise with Hivos HQ in relation to operational matters as needed;
5. Support the Head of Twaweza in key matters.
General Responsibilities
1. Successfully implement above responsibilities and assigned activities (and associated budgets) in work plans, consistent with Twaweza Policies.
2. Oversea the planning, monitoring, and reporting.
3. Review and monitor compliance to Twaweza policies, regulations, guidelines and procedures.
4. Undertake any other lawful tasks as may be assigned by the Supervisor.
Changes and Amendments:
This job description may be amended by Twaweza after consultation with the employee and the supervisor.
Approved by:
_______________
Head/Date
We the undersigned fully understand and agree to the foregoing Job Description and agree to fulfil them in accordance with Twaweza/Hivos Policies.
________________ ________________ _______________
Employee’s Name Employee’s Signature Date
_______________ __________________ _______________
Supervisor’s Name Supervisor’s Signature Date
Initialed by employee Page 1 of 2 Initialed by Supervisor
Specific Responsibilities
Administration and Finance
9. Ensure administration, finance and HR policies and procedures are clear, understood and followed
10. Manage the planning and reporting of finances. Communicate financial plans to enable managers to manage budgets effectively,
11. Excellent documentation and monitoring/reporting system in place
12. Ensure office premises, facilities and processes are sourced and maintained efficiently and affordably, this includes setting up procurement processes for service providers of IT systems, utilities, air transport services, generator fuel, security etc as the need may be.
13. Advise the Management Team on staff welfare issues that may affect staff working conditions and staff motivation.
Management
6. Active member of management team
7. Manage preparation and implementation of annual/quarterly work-plans and corresponding budgets, and annual reports and accounts;
8. Continually improve operational effectiveness, taking lessons learned and new knowledge into account;
9. Liaise with Hivos HQ in relation to operational matters as needed;
10. Support the Head of Twaweza in key matters.
