Job Description

SENIOR OPERATIONS MANAGERPERMANENTEASTERN CAPE; EAST LONDONThe Desmond Tutu Health Foundation (DTHF) is a registered non-profit organization focused on the pursuit of excellence in research, treatment, training and prevention of HIV and related infections in Southern Africa.We have fantastic job opportunities across our businesses for talented people wanting to realize their full potential. Could that be you? If so, we invite you to explore the possibility of joining us to play your part in Desmond Tutu Health Foundations exciting future.The Senior Operations Manager is responsible for leading and supporting the implementation of day to day administrative and operational functions of the Organization in East London and satellite sites, whilst ensuring activities are aligned with the Foundations strategy and goals. The management and mitigation of risk and ensuring both efficient and effective immediate and medium-term programme delivery to both internal and external stakeholders, whilst developing long-term sustainability plans to secure the future of the East London research site. This position requires full time on-site attendanceQualifications required:

• A tertiary degree in Business/Finance/Operations/Logistics, MBA preferred
• Language requirements - Business English,
• Computer literacy in MS Office (excellent proficiency in Excel) and working knowledge of SAP or similar financial software
• In-depth knowledge of relevant legislation e.g. Labour Relations Act, Employment Equity, POPIA and the application thereof

Experience required:

• Project management qualification or related experience
• Strong 5 - 10 years operational experience in resource challenged contexts (within a health or NGO environment preferred)
• Five years experience in managing a diverse group of staff
• Excellent understanding of grants and financial management of large budgets
• Practical experience in the application of SA Labour law
• Ability to work well under pressure and to meet deadlines,
• Assertive, presentable and people-oriented
• Excellent communication (oral and written) and presentation skills, problem solving and decision-making ability
• Ability to drive teamwork and collaboration
• Time management, planning and organisational skills
• Ability to Manage staff and foster teamwork
• Track record of managing multiple priorities and deadlines
• Ability to innovate to create and implement continuous improvement initiatives
• Ability to work well under pressure with minimal supervision

Advantageous:

• Experience in healthcare/research industry is preferred but not essential
• Xhosa speaking

Responsibilities:Site Strategic Operations Management

• Provide strategic support to the site lead in operationalizing the sites vision, mission and purpose
• Assess and monitor financial sustainability ensuring adequate resourcing (staff, supplies and infrastructure) in order to expand and contract operations in relationship to current and pipeline projects
• Establish and maintain relationships with key stakeholders in the operations support staff at HQ, suppliers and service providers
• Monitor site performance with tracking metrics to establish more efficient systems and take corrective measures as needed
• Analyse internal operations and identify areas of continuous process improvement

Financial Management

• Support overall management of East London Site finances including, budgeting and expenditure
• Review overall monthly income vs expenditure and strategize to ensure optimal use of funds and ongoing sustainability of the site
• Manage the administration team to support the grant process from budget development to final reports to sponsor, ensuring budget/grant compliance.
• Review sponsor contracts and oversee compilation of study budgets with the inputs and guidance of the principal investigator and financial team.
• Ensure contracts are signed by the relevant stakeholders timeously, ensuring that finance is setup to facilitate operations. Ensure that filing of contracts is as per organizational guidelines.
• Manage the implementation and monitoring of project and grant administration, ensuring grant and financial admin compliance.
• Create and maintain relationships with suppliers and negotiate better pricing for procurement.
• Update supplier listing as per procurement policy

Staff and Resource Management

• Directly line manage EL operations team
• Arrange and attend regular EL management meetings and all staff meetings.
• Oversee and support HR in the recruitment of all new staff for the unit
• Identify opportunities for staff training and development to cover capacity gaps
• Ensure a participative and collaborative management style and working environment, keeping staff informed of relevant work-related issues.
• Conduct performance appraisals of direct reports; provide specific, constructive performance feedback to staff at regular intervals.
• Identify training and development needs of staff, plan for and support ways to meet them.
• Provide oversight of building management/facilities and maintenance, as well as asset management
• Oversee all HR documentation according to DTHF policies and guidelines
• Oversee DTHF fleet (owned/leased/hired) and drivers
• Support operational excellence through the management of and development of high performing individuals and teams

Risk Mitigation and Management:

• Ensure adherence to all HR policies with regards to leave, attendance, grievances, disciplinary enquiries and conflict resolution.
• Ensure adherence to all finance and compliance policies
• Manage asset control and insurance claims
• Overall responsibility for Health and Safety portfolio
• Oversight of Security and staff safety incident reporting
• Support adherence to company regulatory guidelines, ensuring regulatory compliance and taking action when necessary
• Raise any potential risk areas as early as possible with Project PIs, Site Lead and COO

Administration

• Supervise the daily administration of the organization's offices and sites and the operation of equipment and facilities
• Support completion of project / sponsor reports and internal reports (financial and progress reporting and annual review)
• Oversee overall site administration of standard operating procedures,
• Manage and maintain site systems e.g. access control, alternative power sources and other systems as required.
• Ensure that the unit has the adequate and suitable resources to complete its activities (e.g. people, material, equipment etc.)
• Ensure all documentation requirements are met and audit ready including the maintenance of Standard Operating Procedures, adherence to Financial and HR policies and procedures, sponsor and regulatory reporting requirements and staff training documentation.
• Oversee all day to day operational, structural, IT and administrative processes at the site to ensure the site remains fully functional at all times

Values fit: Passion Innovation Progress Integrity Respect ExcellenceSubmit a detailed cover letter, updated CV with certified copy of highest qualification and details of two (2) current contactable referees by 01 August 2024. Incomplete applications will not be considered.If you are a foreign national applying for this position, please attach a copy of your work permit to your application.Only short-listed candidates will be contacted.If you have not heard from us within four weeks after the closing date, please consider your application as unsuccessful.We are committed to equity in our employment practices. It is our intention to appoint individuals with the aim of meeting our equity objectives. We reserve the right not to appoint if no suitable candidates are identified.I understand and accept that by applying for this position, I authorized DTHF to process my personal information in accordance with its internal operational requirements.I further understand that the personal information I disclose to DTHF will be processed in accordance with the requirements set out in the Protection of Personal Information Act and may include the transferring thereof to third parties for the purposes of verification.This job may be removed before it expires.Desmond Tutu Health Foundation is a child-friendly organisation committed to the protection of children.For more information about the organization please visit our website.

Desmond Tutu Health Foundation