Operations Officer

How will you fight for an AIDS-free generation?

Under the supervision of the Director of Operations, the Operations Manager is responsible for coordinating all activities within the Operations unit of the Sub Office in order to provide optimum and efficient support to the program teams in implementing the various projects.

No two days are alike at EGPAF, but what can you expect in this role?

Key Responsibilities and Accountabilities

Finance

• Ensure that relevant, contextualized, and comprehensive finance procedures are implemented, periodically revised, and strictly adhered to/complied with
• Facilitate a sound internal control environment through adequate segregation of duties, appropriate approval thresholds, job rotations, approval of bank reconciliations, et cetera
• Act as a lead sub-office financial analyst, preparing sound expenditure forecasts, reviewing pipeline reports, and leading the implementation of variance reports raised in the budget to actual monthly reports
• Ensure that sub-office financial reporting is complete, accurate, and timely and that compliance issues related to the sub-office financial reports are addressed within 5 working days of receipt
• Supervise, coach, and capacity-build sub-office finance staff, identifying skills gaps and addressing them through job training, as well as recommending other appropriate external training

Procurement & Logistics

• Ensure that relevant, contextualized, and comprehensive procurement procedures are implemented, periodically revised, and strictly adhered to/complied with
• Coordinate the sub-office annual procurement planning cycle as well as manage a transparent and compliant selection of local approved suppliers list
• Act as property manager for the sub-office, assuming control of office inventory, and also the management of locally purchased supplies for sites. Will conduct an annual, documented physical verification of office assets, and will ensure that site supplies are comprehensively tracked and documented up to delivery to sites. Will ensure that all office assets are tagged and insured
• Provide high-level fleet management advice including optimal scheduling, documented analytic reports on vehicle usage logs vis a vis satellite tracking information, fuel consumption reports, and master calendar for all vehicles
• Supervise, coach, and capacity-build sub-office procurement staff, identifying skills gaps and addressing them through job training, as well as recommending other appropriate external training

Administration

• Develop, implement, and monitor a clear office access policy
• Develop tools for office supplies (kitchen, stationary, etc) monitoring and management and capacity build office administrator on effective use of the same
• Oversee service contracts for office repairs and maintenance, utility contracts as well as office leases, ensuring they are competitive and up to date
• Supervise, coach, and capacity-build sub-office administration staff, identifying skills gaps and addressing them through job training, as well as recommending other appropriate external training

Information Technology

• Ensure all IT policies and procedures are strictly adhered to, including the sub-office files backup procedures
• Ensure a comprehensive, documented sub-office disaster recovery plan
• Supervise, coach, and capacity-build sub-office IT staff, identifying skills gaps and addressing them through on job training, as well as recommending other appropriate external training

Human Resources

• Act as sub-office HR contact point, advising Yaoundé HRM on sub-office HR concerns and needs
• Provide support and guidance on completing performance appraisals, and supports Cameroon HR in ensuring the timely completion of performance evaluations
• Spearhead local recruitments as necessary with the guidance of Cameroon HR
• Ensure all HR Policies and Procedures at the sub-office are strictly adhered e.g. working hours policy, leave documentation policy, et cetera

Other Duties

• Support audits and compliance reviews conducted at the sub-office level
• Facilitate linkages and effective collaboration with sub-office program staff through regular meetings and other communication forums
• Oversee sub-office security needs in liaison with the Cameroon Associate Director of Operations
• Provide ad hoc reports on a need basis
• Other work-related duties as may be assigned by the supervisor