Head of Business Operations at Afrisol Technologies

• As the Head of Operations, you will be responsible for leading and directing the operational activities of the organization, including production, logistics, supply chain, quality control, and customer service. Your role involves developing strategies, implementing policies, and optimizing processes to enhance productivity, profitability, and customer satisfaction.

Responsibilities:

• Develop and implement operational strategies, policies, and procedures to streamline processes, improve efficiency, and achieve business objectives.
• Provide leadership and direction to departmental managers and supervisors, ensuring alignment with organizational goals and priorities.
• Oversee day-to-day operations, including production planning, inventory management, procurement, and distribution, to meet customer demand and delivery targets.
• Monitor key performance indicators (KPIs), metrics, and operational benchmarks to assess performance, identify areas for improvement, and drive operational excellence.
• Lead cross-functional teams to develop and implement process improvements, cost-saving initiatives, and quality enhancement programs.
• Collaborate with sales, marketing, and finance teams to forecast demand, plan production schedules, and manage resources effectively.
• Ensure compliance with regulatory requirements, industry standards, and safety regulations in all operational activities.
• Identify risks, vulnerabilities, and opportunities in operational processes and develop strategies to mitigate risks and capitalize on opportunities.
• Foster a culture of continuous improvement, innovation, and accountability within the operations team, encouraging feedback and collaboration.
• Develop and manage budgets, financial forecasts, and cost-control measures to optimize resource allocation and maximize profitability.
• Build and maintain relationships with suppliers, vendors, and service providers to negotiate contracts, resolve issues, and ensure timely delivery of goods and services.
• Lead change management initiatives and organizational transformation efforts to adapt to evolving market conditions and business needs.
• Provide regular reports, updates, and presentations to senior management and stakeholders on operational performance, initiatives, and achievements.
• Mentor, coach, and develop team members, providing guidance, support, and opportunities for professional growth and advancement.
• Represent the organization in external forums, industry events, and business partnerships, promoting the company's reputation and interests.

Main Roles & Responsibilities

• Main lead in the preparation of financial statements, which includes but is not limited to the preparation and timely posting of all financial records into the company ERP system, and to include all the petty cash journals, bank vouchers, general journals, accruals, prepayments and all such necessary in the preparation of up-to-date financial records.
• Generation of daily, weekly, monthly, quarterly, yearly and any other ad hoc financial reports to include income & expenditure reports, balance sheets, ratio analysis, bank reconciliations, cash flow reports, and board reports.
• Document and maintain complete and accurate supporting information for all financial transactions.
• Serve as the custodian of all financial assets, ensuring their safe custody by generating periodic reports for banks, petty cash, fixed assets, and other general assets owned by the company.
• Analyze business operations, trends, costs, revenues, financial commitments, and obligations to project future revenues and expenses or to provide advice.
• Develop and implement an up-to-date filing system and record keeping of financial information, e.g., invoices, receipts, check copies, payment vouchers, petty cash requisitions and disbursements, and ensure they are appropriately approved and safely kept as per company policy.
• Provide assistance on company compliance in matters relating to tax and other regulatory requirements by the government and other organizations and government bodies e.g Communications Authority, Kenya Revenue Authority, and Central Bank of Kenya.
• Facilitating in the Administration of regular supplier payments made from time to time in a timely manner to ensure business continuity and minimal disruption of services
• Prepares regular and timely invoices, sends them to clients, and follows up with payments.
• Prepares debtors' and creditors' circularization and follows up with clients to ensure that outstanding amounts are paid in good time as per agreed-upon creditors' or debtors' days.
• Process payments and ensure that the credit management is kept at a bare minimum.
• Develops and establishes systems to reduce and keep expenses at a bare minimum by analyzing business operations, trends costs, revenues, financial commitments and obligations.
• They assist in the development, maintenance, and analysis of a budget and variance, thereby creating a spending plan tailored to the company's resources.

Key Responsibilities and Duties:

• Human Resources
• People Manager of the organization. Assist in Development, review and implement all HR management tools through the employee lifecycle from recruitment to offboarding.
• Drive employee engagement initiatives, including regular surveys.
• Plan and coordinate recruitment processes.
• Ensure proper onboarding for all staff in the organization.
• Develop training schedules and ensure capacity building across the organization. opportunities for internal and external capacity building. appraisals
• Manage the leave records of AFRISOL TECHNOLOGIES staff and ensure that their leave requests are submitted and properly filed.
• Ensure proper management of payroll and administration of staff benefits and allowances.
• Ensure all staff statutory deductions are submitted promptly.
• Manage, with the AFRISOL TECHNOLOGIES support disciplinary and grievance handling process.
• Administer the performance system for AFRISOL TECHNOLOGIES.
• Ensure proper records management, including management of staff files.
• Manage all related HR communications, especially the HR email account.
• Review and enhance internal HR manuals and policies.
• Ensure that the safety and security requirements outlined by Kenyan law and AFRISOL TECHNOLOGIES policies are implemented.
• Ensure compliance with the Kenyan labor law.
• Administration:
• Supervise proper management of organizational assets and office maintenance.
• In charge of / supervises all administrative aspects of the organization.
• Ensure travel management is being processed in alignment with procurement.
• Supervise proper stockkeeping management.
• Financial reporting and budgeting
• Oversight of the overall process of financial transactions
• Coordinate, monitor and review regular internal organizational budget development and expenditures as well as external donor budgets in line with policies and guidelines.
• Ensure timely provision of accurate monthly financial reports, both internally for the management as well as externally for the shareholders' requirements.
• Supervise the financial team when making payments, the bank reconciliation process, and petty cash management.
• Implement the recommendations from internal and external auditors.
• Ensure strict adherence to AFRISOL TECHNOLOGIES procurement guidelines.

Requirements and Qualifications:

• Bachelor's degree in business administration, operations management, engineering, or related field; master's degree or MBA preferred.
• Proven experience in operations management, with a track record of success in leading operational functions in a complex organization.
• Strong understanding of business operations, supply chain management, and processes.
• Excellent leadership and management skills, with the ability to inspire and motivate teams to achieve performance goals.
• Strategic thinking and problem-solving abilities, with a focus on driving innovation and continuous improvement.
• Analytical mindset and data-driven decision-making skills, with proficiency in analyzing and interpreting operational metrics and performance indicators.
• Effective communication and interpersonal skills, with the ability to collaborate and influence cross-functional teams and stakeholders.
• Results-oriented mindset, with a focus on delivering measurable outcomes and driving operational efficiency.
• Knowledge of relevant regulations, compliance standards, and industry best practices in operations management.
• Adaptability and resilience to thrive in a dynamic, fast-paced environment and manage competing priorities effectively.