Operations Director at LVCT Health

JOB PURPOSE

The Director of Operations will provide strategic leadership and supervision for execution of the day-to-day operations and resources necessary to ensure that LVCT Health achieves its objectives. The primary roles are leadership and management of the Finance, ICT, Procurement, Human resources (dotted line), and administrative functions in the organization. S/he will be in charge of developing, assessing and maintaining policies and procedures that promote the organization’s culture in order to support LVCT Health programs to deliver results in a diverse, dynamic and competitive environment.

As a member of the senior management team, s/he will work closely with the Executive Director and other members of the leadership team to contribute to development and implementation of the organization’s strategy, whilst inculcating a culture of organizational and staff growth and sustainability. The ideal candidate will have good communication skills, be aligned with LVCT Health’s values and be motivated by a passion for the mission of LVCT Health.

KEY ROLES AND RESPONSIBILITIES

Leadership

• Provide creative, progressive and constructive ideas and implement strategic initiatives to ensure sustained growth and efficiency of the operations department.
• Provide overall leadership for running day to day operations of the organization
• Provide direction for the future growth of the operations department
• Effectively lead the finance, procurement, HR, legal, ICT and other support teams to achieve their objectives
• Lead development of operations work plans and provide oversight for implementation
• Provide leadership for development and review of operations policies and procedures
• Support the ED in leading the organization towards operational efficiency, effectiveness and excellence
• Lead in identifying and managing risk in operations
• As a senior executive, provide strategic and inspiring leadership that encourages optimal performance and dedication across the organization
• Analyze resource needs including personnel and money necessary to achieve the organizations objectives, and make recommendations

Financial management and accountability

• Overall responsibility for organizations finances including proper accounting, cash flow, reporting and compliance with applicable regulations.
• Leadership and management of accounting, audit and compliance functions undertaken by the department staff
• Financial forecasting, financial management and reporting within expected timelines and in line with internal and international standards
• Ensure prudent utilization of the organization’s financial resources
• Put systems in place that ensure that all financial reports are accurate and timely prior to submission to donors and other stakeholders
• Review financial reports, cash flow analysis, and budgets ahead of presentation to the ED, senior management team and Board
• Ensure all financial requirements of donors are met. Manage relations with donors on financial and operational matters
• Ensure that all financial management and accounting systems and procedures are up to date with international best practices and are aimed at improving overall operational efficiency in the organisation.
• Manage the audit processes including identification of and negotiating with auditors and scheduling external audits and assessments working closely with audit manager.
• Lead and provide oversight for implementation of recommendations in audit/assessment reports and management letters
• Providing advice and ensuring compliance with tax requirements. Keep abreast of and advice on other laws and regulations that may affect the institution management
• Preparation of papers for Board Meetings and presentation of financial reports to the board
• Utilize operations and program data to develop new strategies, develop projections, and determine trends for more efficient financial management
• Contribute to the development and implementation of organization’s financial growth strategy
• Ensure growth and separation of accounting for LVCT group (private limited company) and LVCT Health (NGO)

HR

• Provide advice on appropriate HR systems and procedures as per industry standards to improve efficiency and achieve HR objectives
• Advice and support HR manager to deliver day to day HR functions:
  • talent management – recruitment, training, retention and staff welfare and development
  • managing staff benefits, complaints and administrative functions such as job descriptions, time sheets and leave management
  • employee performance assessments

• Ensure that all staff are well informed of and implementing organisational policies and procedures that affect them

Management of department staff

• Line management of staff within the department including supervision, performance management, evaluation
• Capacity building and mentorship of direct reports and establishing systems for capacity building and mentorship of all staff in the department
• Conduct performance evaluation of direct reports and ensure the department performance evaluations are conducted as required.
• Determine workload and HR needs in department considering specialization required for the different positions. Assign roles appropriately to the team to manage workload
• Provide technical support and advice to managers on their areas as needed
• Nurture talent among department staff to grow the department

Management and Administration

• Develop or review, monitor and evaluate and update the organization’s procedures and policies in line with the strategic objectives and good business practice
• Develop and implement procedures to ensure good management, administrative and fiscal practices
• Plan, monitor and provide management and oversight for ICT, Procurement, legal, finance, HR and administration functions to ensure quality, efficiency and smooth progress
• Ensure that programs are well supported by the operations divisions to deliver on their implementation mandate
• Ensure collaboration across the different operations divisions and with programs towards improving processes and outcomes
• Supervise direct reports and build necessary capacity to ensure that they are implementing their work efficiently
• Review and manage all third party contracts that LVCT Health enters into ensuring value for money and quality.
• Manage relationships with donors with regard to financial and operational systems.
• Manage relationships with service vendors, landlords and contractors.
• Ensure compliance to regulatory and legal requirements
• Develop KPIs and measures for assessing achievement of the operations objectives and institute improvement measures
• Utilize data to judge how efficiently and effectively the organization is operating and provide recommendations to the ED
• Support efficient investments in and functioning of the ICT unit to ensure use of technology to improve efficiency and effectiveness of programs and operations
• Oversight for the daily administration of the organization’s offices and the operation of equipment and facilities and ensuring systems are in place to support this role.
• Prepare reports for the ED and core management team as required

Procurement and Logistics

• Oversight for planning, implementation and reporting of all procurement and logistics functions including but not limited to forecasting, purchasing, inventory, stores and fleet management, contracting and evaluation of services
• Ensure development and implementation of the procurement and logistics policies and procedures across the organisation and review the policies as necessary
• Continuously review the procurement systems and structures ensuring latest best practices are in place and loopholes sealed. Provide advice and lead the implementation of appropriate procurement systems and procedures as per industry standards to improve efficiency
• Lead implementation of E-procurement
• Responsible for effective and timely pre-qualification of suppliers
• Ensure ethical relationships with suppliers are created and maintained

QUALIFICATIONS AND EXPERIENCE

• A master’s degree in Finance, Economics, HR or business administration
• Member of ICPA(K)
• Proven Operations Management experience
• At least 10 years proven experience in a similar position, 5 of which must be in the NGO or development sector
• Experience managing PEPFAR/USAID/CDC and other major donors grants.

CORE COMPETENCIES

• Strategic Leadership
• Excellent communication
• Interpersonal relations
• Effective judgement and decision making
• Excellent management and delegation
• Good negotiation and conflict management skills
• Keen attention to detail

ATTRIBUTES

• High integrity
• Adaptability
• Passion
• Ability to multi-task
• Able to work in a high-pressure environment