Director of Operations (DOO)
Job Description
The Director of Operations (DOO) provides high-level direction and oversight of the operational and administrative functions of PDA and associated enterprises. These functions include: human resources, partner contracts, procurement and logistics. The DOO is also responsible for overseeing all regulatory and organizational compliance issues relating to personnel, procurement, and administration. The Director of Operations provides direct support to the Managing Director and is part of the PDA Senior Leadership Team (SLT) responsible for upholding PDA’s core values and ensuring that the organisation is on track to realizing its vision and mission. The DOO also works alongside the Managing Director to align resources with strategy and work plans, and supports the MD to report regularly to the Board of Directors of PDA and associated enterprises on their compliance and operational efficiency.
Requirement(s)
Reports to: Managing Director (MD) Organisational Relationships: Working relationships with the Senior Leadership Team (Managing Director, Director of Programmes, Finance Manager, Technical Advisor) Manages: Administration Team Other Key Contacts: Board of Directors, all staff and associates, Accra-based staff, Partners, Clients and Suppliers. Job Circumstances: Based in Kumasi with some home-based working and travel to other offices and project sites of the company and associated enterprises. MAIN DUTIES The DOO is the leader of all the operational functions of the company and associated enterprises. This includes but is not limited to: Human Resource Management Leading on human resource functions including the company's recruitment, induction, appraisal, welfare support, disciplinary and grievance processes for staff, associates, interns and volunteers. Managing all employment and consultancy contracts. Reviewing and co-approving payroll. Leading on the continuous development of HR policy and updating the Staff Terms and Conditions manual periodically and as required. Supporting staff with operational HR duties such as managing staff leave and conducting high quality induction and appraisal processes. Ensure the keeping of confidential and legally compliant HR records. Developing job descriptions and terms of reference documents in collaboration with the appropriate SLT member. Continuous Professional Development Overseeing performance management of direct reports by line managers by coordinating performance appraisal and probation of employees in collaboration with line managers. Coordinate and support the training and development needs of employees, in collaboration with line managers, through the performance management process. Provide coaching and feedback to employees within the HR, and admin and per the performance management process and career development framework and support other line managers to do the same for their direct reports. Provide mentorship and technical training to employees in the HR and admin team in a manner that promotes professional development while maintaining focus on the organization’s priorities and best practices, and support other line managers to do same for their direct reports. Organise team building events e.g., the annual retreat, for staff to enhance staff cohesion. In collaboration with the Finance Manager, organize and facilitate pieces of training on financial management, financial reporting, and internal control for non-finance staff and partners. In collaboration with the Finance Manager, provide technical assistance, as may be required, to partners on areas around funds management. Procurement Managing procurement processes including the purchase of major equipment and supplies, objective and transparent selection of new suppliers, while protecting the interest of the company and associated enterprises. Overseeing all procurement contracts. Supporting procurement and logistics staff on operational duties. Developing and updating the procurement policy and procedures of the company and associated enterprises. Contract management In collaboration with the SLT, and where necessary, the company secretary, oversees all contracts from beginning to end. This includes guiding the team to draft the company and associated enterprises’ contracts, reviewing, and negotiating partner contracts before signing, ensuring compliance with contract terms and conditions, and bringing contracts to a conclusion. Facility and Asset Management Ensure annual renewal of tenancy agreements and payment of rent. Manage the insurance, maintenance and repair of all premises and vehicles of the company and associated enterprises. Managing logistics and stocks Developing and updating travel and transport policy and procedures Event Management Planning and supervision of all events organized by the company and associated enterprises. Supervision of general administrative tasks. Organizational Compliance Liaise with the Company Secretary on the annual filing of the returns/accounts of the company and associated enterprises and any other legal compliance issue that may arise. Ensure renewal of organizational registrations and licenses, including Business Operating Permits, and Social Welfare Certificate of Recognition of our company Facilitate invitation letters, visa processes and other travel requirements for foreign visitors and staff traveling outside Ghana. Any other protocol tasks that may arise. BANK TRANSACTIONS (Act as backup ONLY in the absence of the Finance Manager) Approve all payment transactions uploaded on the Banking Online (BoL). Approve bank transfer letters. Facilitate the opening of new project bank accounts and the closure of redundant ones. Proposal Development Participate in proposal/bid development processes with potential partners. Work with the finance team, other SLT members and relevant staff in the development and execution of operational plans, financial proposals and budget notes. Manage The Company's IT and record-keeping systems Oversee the maintenance and continuous development of the IT system. Manage regular upgrading of software. Ensure IT system security, staff training and staff compliance. Work with the IT and Communications Coordinator to update the filing and record-keeping system of the company and its enterprises. Partner Correspondence Ensure excellent standards of communication with the company's partners Manage the invoicing of partners in keeping with contract arrangements. GENERAL Represent or act for the Managing Director as directed. Perform any other duties as may be assigned by the Managing Director or the Board. Keep abreast of laws, regulations, and government requirements as they relate to financial and other corporate issues. Assist in the development and implementation of activity plans and budgets that support the strategic direction set by the Board. PERSON SPECIFICATION Overall orientation Understanding of and a personal commitment to participatory culture and approaches in development Willing to uphold the vision, mission and values of the company. An organized and efficient person with good people skills. (Able to coordinate self, others and resources, Good communicator and team player with the ability to deal with a wide range of people) Good team player, leader and able to work both at SLT and operational levels. Able to create and maintain a supportive working environment for colleagues with a positive problem-solving attitude. Able to take initiative, be enterprising and think creatively. Able to work under pressure and manage responsibilities within tight deadlines Able to understand budgetary control and resource allocation procedures. Good understanding of how administration, finance and programmes are mutually dependent. Eager to learn and committed to maintaining a culture of continuous learning in the company High level of integrity and honesty Qualifications: Postgraduate qualification in management, administration, and/or equivalent relevant professional qualification. Knowledge, Skills & Experience (Essential): A minimum of 8 years of management experience in human resources, project, and funds management. Line management experience and ability to develop high-performing teams. Experience in developing and implementing operational and financial processes, policies, and templates. Strong planning and organizing competencies. Able to plan and organize events and meetings and facilitate project implementation. Adept in handling relations with relevant authorities, suppliers, and stakeholders. A good communicator with strong relationship-building skills. Good Communicator, both oral and written communication in English and orally in at least one Ghanaian language. Ability to communicate views and proposals in non-technical terms to the SLT, board, staff, and partners. Demonstrable ability to deliver to deadlines and handle multiple priorities. Strong presentation and representational skills. Understanding of the concepts of due diligence, value for money ethics, and transparency. Highly proficient in the use of software used for operations including core aspects of MS Office 365 (Word, Excel, PowerPoint, Outlook) and willing to learn other elements and packages as required. Able to use online communication platforms such as Zoom and Teams with ease. Knowledge, Skills & Experience (Desirable): The following would be an advantage: Training and facilitation skills Understanding of and ability to interpret financial data. Proficiency in the use of MS Teams, project management and accounting software. Proficiency in spoken and written French
