Director of Operations at Ona

Purpose

The Director of Operations will oversee the implementation of the right processes and practices across the company. They will play a key role in formulating strategy, improving performance, procurement of company resources, people management and ensuring securing statutory compliance of the company.

They will be expected to mentor team members, find ways to increase the quality of customer service and implement best practices across all levels in the company. Ultimately, They will be entrusted to help the company remain compliant and efficient during the course of business.

This position will be based in Nairobi, Kenya and will report to the CEO. 

Key Roles and responsibilities

Strategic Management

• Contribute to short & long-term organizational planning and strategy, in support of the Senior Management Team.
• Evaluate regularly the efficiency of business procedures according to organizational objectives and apply improvements.
• Revise and/or formulate the company’s policies and promote them to ensure they are implemented accordingly.
• Ensure that the company runs with legality and conformity to established Statutory requirements.
• Contribute to strategic planning and organizational management as a member of the management committee.
• Support the Country Director and Management Committee in the governance, oversight and direction of the Operations units.
• Play a significant role in long-term planning, including an initiative geared toward operational excellence.

Risk Management 

• Serve as primary liaison to legal counsel in addressing legal issues e.g. copyright, antitrust, governing instruments, partnerships, licensing etc.
• Oversee and approve  the office policies and procedures that pertains to Health & safety, general asset insurance, environmental and ensure compliance with all relevant legislation.

Operations

• Oversee management of all operational functions.
• Improve the operational systems, processes and policies in support of the organization's mission.  
• Manage and increase the effectiveness and efficiency of Support services (HR, Finance and office operations)
• Coordinate strategy deliverables  (on behalf of CEO) to realize ambitions set out in the Corporate Plan.
• Drive initiatives of the Senior management team and ensure operational excellence.

Human Resources

• In collaboration with the People team approve Ona’s employee benefits for Ona office staff including pension, medical insurance and any other packages.
• When called upon, assist in the recruitment process for staff.
• Provide support, coaching and mentoring to the Operations, People and Finance team. 
• Give guidance to build capacity and accountability, monitoring task performance for delegated operations activities and conduct performance reviews in compliance with Ona’s policies.
• Oversee induction of new staff to Operations and Peoples  policies and procedures with the support of your operations team. 

Procurement and inventory 

• Oversee the procurement process in compliance with Ona policies and requirements; maintain updated vendor lists and vendor performance files.
• Review and approve office supplies/equipment procurement and management process;
• Supervise and ensure internal controls/compliance within the different procurement processes – bid solicitation/review/approval, purchase orders, documentation of goods/services received.
• Supervise and ensure the consistency of procurement record management.

Property management

• Oversee the registration of the company's property/equipment – include equipment descriptions, serial and model numbers, value, and inventory label number.
• Oversee the  property management database/inventory spreadsheet by ensuring that it is updated regularly for any new purchase or disposal of equipment.
• Supervise yearly  inventories to reconcile database entries with physical counts of property within the office; by ensuring proper documentation and tracking movements of assets within and between offices and document each physical count against the property inventory database. 

Project Support

• When called upon to assist with Business Development, this includes client budget preparation.
• In liaison with the Project Managers, monitor client projects and provide accurate reporting.

Finance and accounting

• Oversee overall financial management, planning, and reporting.
• Designing, implementing, and maintaining audit-compliant internal financial controls.
• Lead development of financial plans, budgets and forecasts;
• Review financial processes and procedures on an annual basis.
• Conduct monthly spot checks to ensure a strong control environment.
• Provide guidance and develop new tools and systems to strengthen financial controls and risk management.
• Review and approve the Annual operating office budget.
• Approve the monthly staff payroll that includes all applicable tax and benefits deductions, and allowances and ensure that the payroll is submitted on time each month.
• Approve payroll taxes – primary contact with tax consultants and provision of all necessary documents to ensure timely and accurate tax filing in compliance with Kenyan Law
• Working closely with the Finance team  to ensure routine Invoicing via Xero to clients is done and quotation sent to clients is done as requested by the sales department.
• Ensure sound financial management for Ona in compliance with Ona requirements.
• Review financial paperwork and procedures, provide recommendations and make necessary changes to improve and streamline processes.
• Cash flow management and liquidity.

Financial Reporting and Analysis

• Oversee the preparation of periodic financial reports and other financial documents and present it to the management of Ona in accordance with the prevailing policies and procedures.
• During the leadership meetings, update the Ona’s senior management team on the financial status of the company.
• Lead of production of monthly and quarterly assessments and forecasts of financial performance against budget & cash flow, financial and operational goals.
• Oversee the development of  long-range forecasts and maintain long-range financial plans.
• Recommends changes to tools to improve analysis, forecasting, modeling & reporting & ultimately quality of financial information & analyses provided to management for planning, evaluating & controlling operations.
• Establishes proper accounting & audit trails for revenue & expenses related to projects.
• Oversees monthly reconciliation & reports on current financial performance, impact on year-end forecast & opportunities & risks.
• Acts as the key contact for external auditors; prepares financial statements and audit workpapers.
• Oversee the financial account reconciliations, statement analysis, and transaction research.
• Builds, maintains, and updates financial models and associated financial analysis.
• Lead, manage, coach, mentor and support managers directly supervised in furtherance of the objective of delivering quality services to internal/external customers. 
• Assure adequate placement, training, and evaluation of personnel within an atmosphere that encourages motivation, innovation, teamwork, and high performance. 
• Set performance objectives, monitor progress, and manage and evaluate performance of  the finance Team to ensure the unit provides effective and efficient client focused services and solutions.

Team Player/Company Ambassador

• Represent the company and Spread the word about our products and services

Key Requirements

Essential

• Bachelor's in Finance or accounting.
• MSc/ MBA.
• At least 10 years relevant experience in a People, Finance and Operations Department at a senior level with experience working in  a software Engineering firm or an international Organization.

Desirable

• Skills and experience of liaising with official (government or INGO) authorities.
• Competency in Swahili, French, Arabic, and other languages spoken  where we conduct business.

Capabilities 

• Excellent organizational and leadership abilities.
• Outstanding people skills, including good communication and interpersonal skills.
• Experience in the field of administration, HR and/or logistics.
• Working knowledge of statutory legislation and regulations.
• Ability to work under pressure, perform multiple tasks and manage competing priorities, comfortable in a rapidly changing environment.
• Must be flexible and able to innovate and be agile to handle a variety of situations.
• Ability to effectively mentor and train individuals and teams using participatory methodologies.
• Strong facilitation skills preferred.
• Ability to work with delicate personnel situations and to maintain confidentiality.
• Ability to maintain close relationships and work with remote teams.