New Job Recruitment at CARE International
Job Title: Sub-Office Operations Manager
Company Profile
CARE International is a global network of independent national organizations that work together in over 100 countries to save lives, end poverty, and combat social injustice. For additional information, visit www.care-international.org.
CARE International started operations in Ghana in 1994. Since then, the Accra office has expanded to support initiatives in Togo and Benin as part of the CARE Gulf of Guinea Country Mission. In July 2010, CARE replaced the three-country mission with country offices in Ghana and Benin, the latter of which also manages a few initiatives in Togo.
CARE Ghana’s projects are generally executed in collaboration with local and civil society organizations. This allows CARE to interact further with the government and the commercial sector, operate more effectively in coalitions, and have the most impact possible. CARE Ghana focuses in rural and vulnerable poor women, organizing its efforts around health, governance, sustainable livelihoods, and education.
Job Description.
CARE Ghana welcomes submissions for new program and operation jobs. We are proud to welcome talented people like you into the global CARE community, where our core values of Transformation, Integrity, Diversity, Equality, and Excellence guide our leadership and employee performance. We also offer exceptional career growth opportunities for Ghanaians, particularly women and youth.
CARE Ghana welcomes all who share our values of saving lives, ending poverty, and achieving social justice. We hire and develop excellent people from diverse backgrounds, abilities, and identities, working daily and at all levels to establish and sustain an inclusive workplace and sense of belonging. We respect your well-being and job happiness as much as your performance at CARE Ghana. In our commitment to equity, we offer outstanding pay and benefits and flexible work arrangements so you may enjoy your life outside of work.
In addition to schooling and job titles, CARE recognizes that work and life experiences can teach skills and competence. Therefore, we encourage Ghanaians who are active, interested, creative, and eager to learn and solve challenges to apply.
Interested? If so, please see the details of the job opening below.
Job Summary
- Job Title: Sub-Office Operations Manager
- Duty Station: Tamale, Northern Region.
The Sub Office Operations Manager oversees transportation, administration, IT, logistics, travel, events, and safety and security. Ensure all administrative, transportation, and logistics systems and processes in the suboffice run smoothly. This job requires discovering ways to improve and re-engineer work processes and leading customer service feedback approaches. He will manage all supply chain and administration phases with a variety of partners to ensure timely and high-quality CARE program implementation under CARE policies and procedures. Improved service delivery, efficiency, process simplicity, cost control, and compliance are the goals.
The Sub Office Operations Manager must know many tasks and business procedures. He/she should be thorough but broad-minded. These skills require solid communication and interpersonal skills.
The office Operations Manager reports to the Assistant Country Director/Program Support.
KEY RESPONSIBILITIES FOR THE ROLE
Oversight for Strategic Leadership and Management of Sub-Office
- Ensure complete compliance with all CARE and donor laws and regulations, and remove or mitigate any corrupt or fraudulent practices.
- Collaborate and work with the program team to ensure that services are provided on schedule and with high quality for each project.
- Manage the support team towards high-performance standards by establishing defined roles and duties, providing ongoing feedback, and conducting appraisals. Proactively address performance difficulties with timely constructive feedback and coaching.
- Lead business process improvement and re-engineering efforts to increase support function efficiency and effectiveness.
- Ensure that all support services offer good value for money and meet high-quality standards.
- Regularly attend project follow-up meetings and monitoring visits. Ensure that operational issues/concerns are recorded and resolved promptly in cooperation with the
- Assistant Country Director/Program Support and other Operation units (Finance, HR, Procurement, IT, Administration, and Logistics).
- Organize meetings for the program and operational teams. Follow up on choices made at these meetings to ensure that recommendations and action items are implemented on schedule.
- As designated by the Assistant Country Director/Program Support, represent CARE Ghana in operational matters at various networks, partnership, consortium, and platform levels.
Staff Management
- Ensure that yearly performance reviews and 360 feedback are completed on schedule and delivered to HR.
- Create a collaborative and welcoming work atmosphere for team members to increase collaboration and job satisfaction.
- Conduct periodic gap assessments for training needs related to operational implementation and develop targeted capacity support for employees.
- Facilitate dispute resolution procedures and ensure that grievance and whistleblowing
- mechanisms are effective and administered equitably under CARE policy.
- Ensure that Field Office staff are mentored and supported in all administrative, transportation, logistics, and information technology functions.
Administration, Travel, and Event Management
- Ensure that all assets are accurately recorded and maintained.
- Ensure that all CARE assets fulfill safety criteria and are maintained to quality standards.
- Ensure that all CARE-rented facilities are properly maintained and that utility obligations are met on time.
- Mitigate potential hazards by guaranteeing the safety and security of both rented and owned assets.
- Oversee the office floor layouts and space distribution in the Sub Office to meet workplace expectations.
- Ensure that leased properties are adequately handled under the terms and circumstances of the lease agreement.
- Lead the semi-annual and annual physical asset verification and reconciliation of the
- Property Register with financial records as required by CARE policy and procedures.
- Improve the sub-office’s travel and event management system.
- Ensure a customer service orientation when providing travel and event support.
- Ensure that employees are assisted in their travel needs, as well as the organization and booking of venues for events, workshops, and meetings (both internal and external).
- Ensure that travel and event functions are coordinated across all departments and projects in the Sub Office.
Customer Service Excellence.
- Ensures coherence in business service functions, which improves efficiency and adds value to the Country Office.
- Establish and maintain good customer relationships to improve service performance.
- Conduct monthly customer surveys and use the results to enhance your processes.
- Effective networking and engagement with peer organizations to benchmark and enhance customer service.
- Provide proactive, rigorous, and logical approaches to resolving service-related issues.
Fleet and Store Management
- Help the team integrate organizational systems, standards, and structures into logistical functions, including strategic counsel, policy clarification, procedures, and working methods.
- Ensure that logistics rules and procedures are followed, including metric and reporting requirements.
- Analyze country office logistics to find the most cost-effective and efficient method of distribution.
- Ensure that CARE stores use good internal control systems to secure the Sub office’s assets, records, and documents, per CARE’s policies and procedures.
Information Technology
- Facilitate the development of effective business solutions and services using the underlying infrastructure, and oversee the implementation of appropriate technology-enabled solutions.
- Ensure that the IT process and day-to-day operations comply with CARE’s minimal requirements and norms, while also encouraging best practices.
Required Skill or Experience
Knowledge
- Experience in administration and business operations.
- Understanding of IT’s fundamental requirements and issues
- Proven planning, organization, and execution skills.
- Strong communication and interpersonal abilities.
- Focused and detailed, with a sense of the big picture.
- Dynamic, Agile, and Innovative
- Solution-oriented with experience.
- A minimum of 5 years of relevant experience working in an international organization or private sector enterprise.
Education
- Bachelor’s degree in business administration, supply management, social science, or a related discipline.
- A master’s degree in business administration, supply chain management, social science, or a related discipline is desired.
How to apply for this Job Recruitment at CARE International
To apply, email your CV and cover letter to hr.ghana@care.org.
- Include the job title for the position in the subject line.
- The submission date is Monday, June 17, 2024.
- Applications will be evaluated and shortlisted on an ongoing basis, with only shortlisted individuals being contacted for interviews.
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