Operations Systems
- Operations Manager for the development & implementation of management and operations systems in compliance with ISO & CHS standards.
- Operations Manager for reviewing and coordination with Locations manager/ focal OD team member of all locations and ensuring that systems and procedures are being implemented and followed.
- Supervise the Office Inventory system and Fix Assets
- Ensure that the use of statistical data gathered by Operations is maximized.
- Review Fixed Assets Records and Statements
- Mainstream operations in other organization office locations (wherever applicable).
- Visit and strengthen operation systems and procedures at central and project offices. When required
- Assist Head of Support Functions in preparing yearly action plan, for 2020 and develop indicators and its implementation.
- Travel to other locations/field whenever required for support, Exposure & M & E of operational system.
- Responsible to make sure that the office equipment are used efficiently, and only for official purposes.
- Ensure cost cutting measures and utilization of overall resources in the most effective and economic manner.
Setup Field Offices
- Conducting site surveys
- Negotiating with landlord
- Finalizing contracts and agreements
- Recruitments of Operations staff
- Setup of Operations systems
Staff Development
- Staff recruitment, management and development of operations staff such as:-
- Hiring
- Staff Retrenching
- Developing Job Description
- Staff Developments Plans
- Prepare Staff work plans
- Staff recruitment, management and development of operations
- Conducting staff appraisal and evaluations
- Ensure operations team remains motivated & challenged.
- Team building of operations team.
- Coach Operations team and devise systems for speedy decision making, being solution oriented and information sharing with Program teams.
- Develop second line leadership in Operations.
- Conduct Orientation for new staff, donors etc.
IT
- Management and Coordinate with IT Officer to ensure that IT support & other administrative tasks (Fixed Assets, Security equipment etc.) are being done as per organization’s policies & procedures.
Coordination And Communication
- Facilitate healthy interaction between Operations team and all support departments and programs.
- Being solution oriented and information sharing with all support departments and programs.
- Conduct staff meetings at office.
Operations Budgets
- Overall Management and effective of utilization of OD budget lines for all Pakistan Office.
- Allocation of budget and ensure budgets are timely consumed ensuring under and over spending is minimised to all locations of Pakistan.
- Make sure the sufficient funds are available all the times for smoothing running of operations running/routine expenses
- Prepare annual budget forecast of operations department.
- Coordinate with Programme and updating them on office running cost
- Ensure cost cutting measures are implemented by location managers at all offices and targets are achieved for the year.
Petty Cash Management
- Analyse receipt for money spent
- Balancing the cash
- Posting the journal entries/ Expense sheet
- Replenishing the money
Monitoring And Supervision Of Staff
- Operations staff (Admin)
- Ensure smooth running of office admin functions.
- Ensure attendance record are updated and circulated on monthly basis.
- Ensure outgoing and incoming mails are proper recorded and distributed.
- Ensure front desk area and lobby are maintained.
- Operations Staff (Logistics)
- Ensure that duties are properly assigned to drivers.
- Ensure Vehicles are in good condition.
- Ensure repair and maintenance of vehicle.
- Ensure that files are up to date.
- Ensure adequate supply of stationery and equipment.
Security