Nairobi, Africa Career
CMA is a Christian non-profit organization with its Regional Office located in Nairobi, Kenya. CMA’s provision of cross-sectoral relief and development services necessitates a high level of coordination and cooperation with donors, other organizations, agencies and Government Ministries. The Operations Director is to ensure that operations and the direction of the organization follows the vision and stays within the mandate of CMA. The Operations Director is to assist with the planning and structuring of the organization to ensure positive development growth and expansion of the organization.
Description of Duties:
To ensure that CMA operates at a high level of effectiveness and efficiency you will be responsible for the following:
Administrative process improvement
o Analyze current administrative procedures and other support systems i.e. IT, communication and logistics to identify gaps and issues which reduce efficiency and make recommendations for possible improvements in the processes and work flow.
o Lead the organizational management to ensure successful implementation of process improvement, clearly communicating plans, roles and responsibilities, benefits, progress and solutions.
o Ensure balance among business alignment, customer focus, cost effectiveness, and policy compliance.
o Assist the HR Office to identify staff development needs and develop awareness raising programs around improved administrative systems and processes.
Operations management
o Work closely with the Project Managers, Monitor and Evaluation Specialists and field teams to design CMA project proposals reflecting the assessed needs, and shaping them in alignment with the sectoral strategies.
o Supervise and offer assistance to the Project Managers to ensure program implementation as outlined in granted proposals and submit documentation and reports as required by Executive Director.
o Make regular visits to the field projects to monitor project implementations.
o Take necessary steps to ensure that reporting guidelines are adhered to, that accurate records are kept in the offices, and that timely reports forwarded to the Executive Director.
o Assist in the formulation of organizational policy and procedure manuals for CMA.
o Take steps to ensure that adequate inventory is maintained, securely stored, controlled and accurately recorded.
o Ensure control and care of assets and facilities, setting up and maintaining appropriate maintenance contracts.
o Take necessary steps to ensure that risks to all CMA assets are minimized maintained in a sound and secure way.
o Optimize capacity within CMA by efficiently working with the Human Resource Department, continually reviewing the effectiveness of systems and working practices.
Organizational Development
o Assist in the development of CMA activities in a way that will improve efficiency effectiveness and sustainability of the organization.
o Assist the Executive Director in the preparation of annual business plans, in line with the direction set by the strategic plan.
o Identify business improvement and support service opportunities, submit proposals, assess risks and engage in decision-making process in the Management Committee Meetings.
o Instill a marketing culture with staff so that everyone is aware of their individual responsibility for the success of CMA. Working closely with the Public Relations Personnel, assist with the marketing, publications, fund raising materials and activities as well helping with appeals, human interest stories and web site.
o Strongly represent CMA with external organizations, agencies, churches, government offices and potential donors in order to promote CMA’s work and build firm, long term relationships which are beneficial to CMA. Develop and maintain a referral network to broaden donor base.
Staff Development
o Supervise, revise recruitment procedure and policy to ensure that experienced people with the correct blend of experience and skills are hired to ensure that they can work effectively and efficiently, in line with CMA’s strategic plans.
o Proactively and effectively manage any changes to working practices or resource requirements which impact on staff members, ensuring sensitivity to the issues and effective two-way communication with individuals to minimize the impact of the changes on CMA.
o Put in place mechanisms for effectively communicating with staff members ensuring that the approaches used provide opportunities for two-way discussion. Promote a feedback culture within the team.
o Put in place a communication system both verbally, emails and reporting guidelines to ensure the flow of information reach the required persons.
o Assist with organizational strategic plans for CMA. Identify the critical roles within CMA and ensure that other senior staff or deputies fully understand and follow the plans.
o Any other duties that ensure the smooth and effective running of the CMA Regional Offices.