Job Summary

The Operations Manager, as a major assistant to the Director of Operations, is responsible for overseeing the smooth daily running of non-academic school operations such as transportation, maintenance, security, grounds, catering, and IT.

  • Minimum Qualification: Bachelor
  • Experience Level: Senior level
  • Experience Length: 5 years

Job Description/Requirements

Job Purpose
The Operations Manager, as a major assistant to the Director of Operations, is responsible for overseeing the smooth daily running of non-academic school operations such as transportation, maintenance, security, grounds, catering, and IT.

Reports To: The Operations Manager will report directly to the Director of Administration.

Primary Duties and Responsibilities

The Operations Manager performs the following:

• Manage, develop, and supervise HOD’s and other direct report staff involved in nonacademic school operations related departments such as facilities, catering, security, housekeeping, IT, etc.
• Establish and maintain respectful and productive working relationships with all staff.
• In cooperation with the Director of Administration and Administrative Assistant (D.o.A.), establish and maintain good communication with our student’s parents for the purpose of carrying out non-academic school functions (i.e., transportation of
students).
• Along with the D.o.A., Admin Asst. and HOD’s, oversee the development of the school’s working operational strategies. Establish and maintain appropriate systems to monitor, evaluate, and report on all operational departments and staff.
• In cooperation with the Facilities Supervisor and Project Manager, ensure that all buildings and construction projects adhere to building regulations and governmental codes
• Ensure ongoing maintenance of all buildings and grounds
• Ensure good daily cleanup of the grounds, classrooms, and offices
• Liaise with public utilities when necessary to ensure that the school water, electrical, and Wi-Fi services are working
• Supervise the maintenance of all gardens, grass and trees
• In cooperation with the Facilities Supervisor, purchase all maintenance related equipment and supplies.
• Participate in the development of the Q4 month operational and capital budgets for those departments you oversee
• Monitor the expenditure of budget funds allocated to those departments you oversee
• Assist with recruitment, screening, hiring and orienting of operations staff.
• Ensure all operational activities meet health and safety, legal, environmental and general duty of care standards, be they national, local or organizational
• Serve as a member of various school committees when needed and meet and
consult with them and/or other administrators to support departmental or schoolwide initiatives.
• Serve as a liaison between the various operations departments and the academic department of the school, where needed
• Liaise with the school’s community liaison and Maendeleo workers when there is a need for collaboration with operations departments in order to achieve key outreach objectives
• Help provide support to the Senior Management Team (SMT) and Board by preparing reports and supporting materials when needed
• Draft policies for the approval of the SMT and prepare procedures to implement existing organizational policies; review existing policies on a quarterly basis and recommend changes to the SMT as needed, especially in those policies related to
operations
• Other duties as assigned by the D.oA. or the E.D.’s.
• Provide IT assistance, trainings, and oversight when needed

Qualifications

Education

• Minimum bachelor’s level university degree in related field

Knowledge, skills, and abilities
• Knowledge of leadership and management principles as they relate to non-profit/ voluntary organizations
• Knowledge of required policies and legislation applicable to schools, including:occupational health and safety, building codes, transportation standards, etc.
• Knowledge of current community challenges and opportunities relating to the mission of the organization
• Knowledge in operations, particularly in the fields mentioned in the job purpose statement above

Proficiency in the use of computers for:
• Word processing
• E-mail
• Internet
• Spreadsheets
• QuickBooks
• PowerPoint

The Operations Manager should demonstrate competence in the following:
Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.
Behave Ethically: Understand ethical behavior and business practices and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the core values and HR Policy of our organization.
Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of our organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
Focus on Student Needs: Anticipate, understand, and respond to the needs of students to meet or exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Lead: Positively influence others to achieve results that are in the best interest of the organization; clearly cast vision and inspire staff and community to achieve CPA’s objectives
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Think Strategically: Assesses options and actions based on trends and conditions in the environment, and the vision and values of the organization. Be broad-minded with an understanding and appreciation of various options available to solve a
problem.
Demonstrate compassion: Be sensitive to the needs of the community and be actively engaged in seeking solutions for these

Experience
• 5 or more years of progressive leadership experience;
• Experience with initiating and growing programs or organizations from start-up is preferable
• Operations and administration experience and community mobilization are added advantages;

Working Conditions
• The Operations Manager will commonly work in an office environment, but the mission of the organization may sometimes take them to non-standard workplaces (e.g. visiting families in the community).
• The Operations Manager will mostly work a standard work week, but additionally may work evenings, weekends, and overtime hours to accommodate activities such as emergencies, meetings and representing the organization at public and
community events.
• CPA is a Christian organization and the Operations Manager will be expected to share and adhere to its core values, code of conduct and tenets of faith.

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