Rays of Hope Ministries
Role Purpose
The operations coordinator will be reporting to the Finance and Administration Manager with dotted reporting lines to the Programs Manager. The incumbent will generally provide logistical support in supply chain and professional demands of the program across the board. To that end, the post demands someone with quality supply chain and program design skills. Among others, their tasks include administrative duties, assisting with program management, and supply chain management. designing, planning, coordinating, and executing initiatives in support of main programs or as a function of its own.
Key Areas of Accountability
Team Management
· Facilitating cross-channel feedback from program participants and the team to management and executive teams
· Designing and maintaining clear operational guides for the team to ensure consistency of operations.
· Manage logistical support for all in-house training to include, but not limited to scheduling and booking appropriate conference rooms or outside venues, set-up Zoom meetings for online classes, online registration set-up, and course material preparation.
· Assist in the development and implementation of annual strategic plans for all Operations functions.
· Oversee and build the capacity of the team to execute routine operational processes and solve operational problems with minimal management intervention.
· Working with team leaders, managers and other leads to learn their needs and goals.
· Assisting with the management of daily operational activities.
· Arranging and assisting with the onboarding of new employees.
Supply Chain
· Supervise procurement of goods and services in line with the organization’s acceptable policies
· Ensure proper use of office supplies and the maintenance of office equipment.
· Oversee the general implementation and continuous refinement of the organization’s procurement systems, exploring online processes.
· Assist in the review of agreements, MoUs, and contracts as required both as oversight to procurement processes and to review content in coordination with the finance, program, and the Executive Director
· Manage relationships with suppliers and other external bodies which serve the office as a whole, such as landlords, insurance carriers and brokers, local legal counsel, etc.
· Identifying and resolving any problems in the supply chain
· Preparing and maintaining operations documents and reports.
Project Planning and Budgeting
· Provide logistical and or technical support to the program team to develop quality plans, achieve results and operate within the acceptable budgets.
· Interpret the detailed implementation plans, budget, and workplans and fuse them with the overall organization supply chain.
· Assist in the review of plans and budget of the organization to match the prevailing economic conditions, possessing a strong acumen to negotiate with financial partners.
· Coordinate with technical leads to align program needs with the available resources.
· Assisting with project management by creating assignments, tracking progress, and resolving issues.
· Collaborating with management and executives to set realistic organization-wide goals.
Coordination, Collaboration and Networking
· Establish institutional relationship with relevant key stakeholders for successful implementation of programs, visibility, and impact sustainability.
· Strengthen networking and coordination at district and national level for smooth program implementation and resource mobilization.
· Represent Rays of Hope and its values at all relevant convenings
· Managing internal and external stakeholder relations.
Risk Management
· Lead the maintenance and management of the country risk register, and risk management in general.
· Work closely with relevant personnel to support teams to ensure the organization implement the available risk management framework.
· Continuously analyze and review internal controls, operational policies and procedures, processes and identify gaps for strengthening, training, and implementation.
· Provide input to and oversee the roll-out and implementation of operations and administrative policies and procedures.
· Delivering reports to program leads, and the management teams to provide insights into the overall efficiency of the organization.
Qualifications
· Minimum of bachelor’s degree in business, operations management, or related field
· 2-3 years NGO experience in an operations role, preferably in a coordination capacity
· A decent understanding of the education landscape in Malawi
Other Essential Attributes
· Experience managing compliance requirements for an NGO in Malawi
· Experience with a wide range of donors
· Experience with operations support management
· Excellent management and organizational skills
· High attention to detail and ability to multitask effectively.
· Strong communication skills and ability to represent an organization professionally.
· Sensitivity to working in a culturally diverse organization.
· Master’s degree an added advantage
Method of Application
Through Email, interested persons meeting the above specifications should submit applications with detailed Curriculum Vitae as one document, naming three traceable referees to addressing:
The Human Resource and Administration Officer
Rays of Hope Ministries,
P.O. Box E365, Post Dot Net,
Blantyre, Malawi
Visit www.raysofhopemalawi.org/careers to apply
Please, send your emails with a subject line that corresponds to the specific position you are applying for, e.g., Operations Coordinator.
Closing date for receiving applications is Friday, 13th January 2023. Rays of Hope Ministries is an equal opportunity employer. Due to anticipated large volumes of applications, only short-listed candidates will be acknowledged.
Qualified and experienced women are hugely encouraged to apply.
Take note that Rays of Hope Ministries is an Organization that is child friendly and as such we take issues of child safe guarding seriously.