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Operations Manager

Greenpeace Africa
Johannesburg, South Africa
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Closing Date:
Friday, 19 April 2024
Open

About the Organisation

Greenpeace Africa was founded in 2008 and is a part of the larger Global Greenpeace Family that was founded in 1971 and works in over 50 countries. Greenpeace’s work in Africa focuses on addressing climate emergency and protecting bio-diversity, through broad campaigns promoting sustainable fishing in the oceans, protecting forests and forest peoples’ rights, ending fossil fuel and nuclear based power, promoting renewable energy and sustainable agriculture.

About the Job

The Operations Manager at Greenpeace will be responsible for overseeing and managing the day-to-day operations of the business across Africa and providing support services that enable staff to work optimally in all office locations as well as remotely, facilitating interdepartmental communication and allocating tasks and resources as needed to efficiently and effectively operations. This role contributes to the smooth operation of the operations department and the overall success of Greenpeace Africa's mission to protect the environment.

Key Responsibilities

Office Management:

  • Ensure the office spaces are safe and secure, comfortable and environmentally friendly; liaise with Landlord to ensure that the building is well maintained.

  • Ensure all rental agreements are regularly reviewed and renewed where applicable.

  • Perform IT capacity planning (current and future).

  • Manage budget for office and IT, ensure that budget is not exceeded and expenses are well recorded.

  • Coordinate and manage office relocations.

  • Ensure minimum standards for office spaces are developed, approved, implemented and maintained consistently across all locations.

Management, Servicing & Control of Assets

  • Make sure that physical property is fit-for purpose, serviced, operational and in order.

  • Maintain Asset Register listing and reconcile with Finance every quarter.

  • Implement and update systems and procedures for management of assets, ensuring compliance.

  • Make sure that the offices are kept clean at all times, liaise with cleaning service providers and ensure SLA terms are followed.

  • Ensure that all office equipment is serviced and operated within policy.

Procurement policies and procedures

  • Ensure procurement is done in accordance with the GPI guide for electronics and green procurement.

  • Review procurement procedures by ensuring that suppliers fulfil all requirements in the scope of work as agreed.

  • Educate staff about the procurement policies and procedures.

  • Ensure all Service Level Agreements are in place, updated and planned for in time.

  • Manage the procurement of equipment on behalf of the five offices in line with existing policies.

  • Maintain suppliers database and renew annually.

  • Facilitate the procurement of goods and/or services on behalf of other departments.

  • Coordinate meetings and workshops, logistics invitations, venues, schedules including staff entertainment.

  • Assist P&C Administrators with travel arrangements for staff in accordance with the Travel Policy.

  • Plan and organise meetings and events when necessary

  • Provide IT appropriate training to all GP Africa’s staff.

Management of suppliers/services providers

  • First point of contact for suppliers/service providers for Office related services and products including cell

  • phones, phones, insurances, travel services, etc.

  • Analyse expenses and suggest cost saving measures including change of suppliers.

  • Manage the process of sourcing new suppliers and evaluate existing suppliers.

  • Ensure contracts are maintained & are working effectively.

Health and Safety Compliance

  • Ensure that the office complies with the OHS Act and ensure task teams are formed and responsible for safety and first aid.

  • Liaise with the Security Manager if there are any emergencies (24/7 On-call duty for emergencies).

Budgeting

  • Prepare annual budgets for Unit.

  • Plan, budget, obtain approval and implement projects requiring capital expenditure.

  • Ensure approval from SMT member is obtained for expenditure.

  • Manage designated cost centres, budgets and capex within budget.

  • Manage the use of approved budget on an annual basis.

Requirements

Qualifications and Experience

  • Tertiary qualification in Business Administration.

  • Minimum 5 years’ experience in a similar role.

  • Experience working with MS Office.

  • Experience in supervising staff and contractors.

  • Capacity to identify and flag complex operations and challenges, break them down into problems that can be tackled and resolved.

  • Knowledge of market dynamics, regulatory requirements, and cultural nuances across Africa.

  • Experience working in challenging and sometimes security conscious environments.

  • Project Management experience advantageous

Required skills and behaviours

  • Excellent communication skills.

  • Strong analytical skills.

  • Ability to multitask and execute requests on time.

  • Ability to work independently.

  • Approachable.

  • High level of integrity.

  • Upholds confidentiality.

To apply

To apply, email your application by Friday 19thApril 2023 to callum@actionappointments.co.za 

About the Organisation

Greenpeace Africa was founded in 2008 and is a part of the larger Global Greenpeace Family that was founded in 1971 and works in over 50 countries. Greenpeace’s work in Africa focuses on addressing climate emergency and protecting bio-diversity, through broad campaigns promoting sustainable fishing in the oceans, protecting forests and forest peoples’ rights, ending fossil fuel and nuclear based power, promoting renewable energy and sustainable agriculture.

About the Job

The Operations Manager at Greenpeace will be responsible for overseeing and managing the day-to-day operations of the business across Africa and providing support services that enable staff to work optimally in all office locations as well as remotely, facilitating interdepartmental communication and allocating tasks and resources as needed to efficiently and effectively operations. This role contributes to the smooth operation of the operations department and the overall success of Greenpeace Africa's mission to protect the environment.

Key Responsibilities

Office Management:

  • Ensure the office spaces are safe and secure, comfortable and environmentally friendly; liaise with Landlord to ensure that the building is well maintained.

  • Ensure all rental agreements are regularly reviewed and renewed where applicable.

  • Perform IT capacity planning (current and future).

  • Manage budget for office and IT, ensure that budget is not exceeded and expenses are well recorded.

  • Coordinate and manage office relocations.

  • Ensure minimum standards for office spaces are developed, approved, implemented and maintained consistently across all locations.

Management, Servicing & Control of Assets

  • Make sure that physical property is fit-for purpose, serviced, operational and in order.

  • Maintain Asset Register listing and reconcile with Finance every quarter.

  • Implement and update systems and procedures for management of assets, ensuring compliance.

  • Make sure that the offices are kept clean at all times, liaise with cleaning service providers and ensure SLA terms are followed.

  • Ensure that all office equipment is serviced and operated within policy.

Procurement policies and procedures

  • Ensure procurement is done in accordance with the GPI guide for electronics and green procurement.

  • Review procurement procedures by ensuring that suppliers fulfil all requirements in the scope of work as agreed.

  • Educate staff about the procurement policies and procedures.

  • Ensure all Service Level Agreements are in place, updated and planned for in time.

  • Manage the procurement of equipment on behalf of the five offices in line with existing policies.

  • Maintain suppliers database and renew annually.

  • Facilitate the procurement of goods and/or services on behalf of other departments.

  • Coordinate meetings and workshops, logistics invitations, venues, schedules including staff entertainment.

  • Assist P&C Administrators with travel arrangements for staff in accordance with the Travel Policy.

  • Plan and organise meetings and events when necessary

  • Provide IT appropriate training to all GP Africa’s staff.

Management of suppliers/services providers

  • First point of contact for suppliers/service providers for Office related services and products including cell

  • phones, phones, insurances, travel services, etc.

  • Analyse expenses and suggest cost saving measures including change of suppliers.

  • Manage the process of sourcing new suppliers and evaluate existing suppliers.

  • Ensure contracts are maintained & are working effectively.

Health and Safety Compliance

  • Ensure that the office complies with the OHS Act and ensure task teams are formed and responsible for safety and first aid.

  • Liaise with the Security Manager if there are any emergencies (24/7 On-call duty for emergencies).

Budgeting

  • Prepare annual budgets for Unit.

  • Plan, budget, obtain approval and implement projects requiring capital expenditure.

  • Ensure approval from SMT member is obtained for expenditure.

  • Manage designated cost centres, budgets and capex within budget.

  • Manage the use of approved budget on an annual basis.

Requirements

Qualifications and Experience

  • Tertiary qualification in Business Administration.

  • Minimum 5 years’ experience in a similar role.

  • Experience working with MS Office.

  • Experience in supervising staff and contractors.

  • Capacity to identify and flag complex operations and challenges, break them down into problems that can be tackled and resolved.

  • Knowledge of market dynamics, regulatory requirements, and cultural nuances across Africa.

  • Experience working in challenging and sometimes security conscious environments.

  • Project Management experience advantageous

Required skills and behaviours

  • Excellent communication skills.

  • Strong analytical skills.

  • Ability to multitask and execute requests on time.

  • Ability to work independently.

  • Approachable.

  • High level of integrity.

  • Upholds confidentiality.

To apply

To apply, email your application by Friday 19thApril 2023 to callum@actionappointments.co.za 

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