Sub Office Operations Manager at CARE Ghana

• The Sub Office Operations Manager must possess a broad understanding of other functions and must be well versed in business processes.
• S/he should have strong planning and prioritization, execution and monitoring skills and be detail oriented without losing the wider vision. These competencies should be matched by strong communication and people skills.

The Sub Office Operations Manager will report directly to the Assistant Country Director/Program Support.

KEY RESPONSIBILITIES OF THE ROLE

Oversight for Strategic Leadership and Management of Sub Office 

• Ensure full compliance and adherence to all CARE and donor rules and regulations and eliminate/mitigate any corrupt or fraudulent practices.
• Collaborate and work with program team to ensure timely and quality service provision in support of each project.

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• Manage the support team towards high standards of performance through clear roles and responsibilities, on-going feedback and appraisals. Pro-actively address performance issues through timely constructive feedback and coaching.
• Lead business process improvement and re-engineering the continuous improvement of support functions to bring efficiency and effectiveness.
• Ensure value for money and high-quality standards across all support services.
• Regularly participate in periodic projects follow up meetings and monitoring visits. Ensure that operational issues/concerns raised are noted and timely addressed in consultation with the Assistant Country Director/Program Support and other Operation units (Finance, HR, Procurement, IT, Administration and Logistics).
• Organize program and operations team meetings. Follow up on decisions from these meetings for timely implementation of recommendations/action items.
• As designated by the Assistant Country Director/Program Support, represent CARE Ghana in operational issues at various network, partnership, consortium, platforms, etc.

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Staff Management 

• Ensure that annual performance reviews and 360 feedback are completed in a timely manner and submitted to HR.
• Create a collaborative and conducive work environment for team members with the aim of strengthening teamwork and job satisfaction.
• Conduct periodic gap assessments for training needs as it relates to operational implementation and identify targeted capacity support for staff.
• Facilitate conflict resolution mechanisms and ensure that grievance and whistle-blowing mechanisms are functional and fairly administered as per CARE policy.
• Ensure that the Field Office staff are mentored and supported in all administrative, transport, logistics and IT related functions.

Administration, Travel and Events Management 

Ensure up to date and effective recording and maintenance of all assets are in place.

• Ensure all CARE assets meet safety requirements and are maintained with quality standards.
• Ensure the maintenance of all CARE rented facilities and follow utility obligations in a timely manner.

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• Mitigate possible risks by ensuring safety and security for both rented and owned assets.
• Oversee the office floor plans and allocation of workspace in the Sub Office in fulfilling workspace demands.
• Ensure leased properties are properly managed in line with terms and conditions of the lease agreement.
• Lead semi-annual and annual physical verification of assets and reconciliation of Property Register with Financial records as required by CARE policy and procedures.
• Strengthen the sub office travel and event management system.
• Ensure a customer service orientation in the provision of travel and event related support.
• Ensure staff are supported in their travel requirements and organization and booking of venues for events, workshops and meetings (internal and external).
• Ensure the coordination of travel and event functions across units and projects of the Sub Office.

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Customers Service Excellence

• Ensures coherence in business service functions to have positive impact on efficiency and value addition to the Country office.
• Establish and maintain effective relationship with customers for improved service delivery.
• Conduct periodic customer surveys and use the outcomes for process improvement.
• Effective networking/partnership with peer agencies for customer service benchmarking and improvement.
• Provide proactive, rigorous and logical methods to solve service-related challenges.

Fleet and Stores Management

• Support the team to embed organizational systems, standards and structures into logistics functions, including strategic advice, clarity on policy, procedures and ways of working.
• Ensure policies and procedures for logistics are adhered to, including ensuring metrics and reporting.
• Analysis of Country office logistics to determine the most cost effective and efficient means of delivery.
• Ensure CARE stores are using sound internal control systems to safeguard assets, records and documents of the Sub office and in conformity with CARE’s policies and procedures.

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Information Technology 

• Facilitate the development of effective business solutions and services with the underlying infrastructure and ensure the introduction of appropriate technology enabled solutions.
• Ensure continuous follow up to IT process and day-by-day operation that complies with CARE’s minimum standards and policies; promoting best practice.