Operations Manager, Tanzania

Location: Tanzania

Reports to: Country Director

Contract duration: 12 months (with possible extension)            

Application instructions: 

Candidates should send their CV and a cover letter (PDF or Microsoft Word format) which outlines their experience and suitability for the role in English by email to: tzrecruitment@tz.bbcmediaaction.org with the title of the position applied for in the subject line before 5pm on Monday 16 February 2015.  Please do not send certificates or other attachments.

Applicants with no separate cover letter will not be considered.  These are local posts applicable to people who have the legal right to live and work in Tanzania and national terms and conditions will apply. Only shortlisted candidates will be notified.

Application deadline:  Monday 16 February 2015 by 5pm

Job purpose:

The Operations Manager will lead a young, dynamic team who deliver support services for BBC Media Action in Tanzania including administration, logistics, HR, procurement, IT and health & safety.  The management of all operations to ensure compliance with BBC policies, Tanzanian law, and donor requirement is a core responsibility of the role. Importantly, s/he will also be responsible for maintaining overall control of operational finances for the Tanzania office as well as general management to deliver efficient and effective support for the organisation and its projects 

Main Duties:

Staff Management:

• Lead the operations team; ensuring systems are in place for its effective procedures including scheduling, work plans, 1:1s and appraisals, and departmental performance review meetings
• Build budgetary management capacity of the operations team members

Finance management:

• Manage all budgets and expenditures on operational and other shared activities for the office
• Ensure effective and efficient use of central budgets, to monitor and report on ongoing expenditure against those budgets
• Deputise for the Finance Manager when required

Legal and statutory compliance:

• Ensure full compliance with Tanzanian law and regulations, ensuring BBC Media Action is fully registered with the relevant authorities in Tanzania
• Advise Country Director and others as appropriate on legislative changes that may affect BBC Media Action’s operations
• Negotiate and manage all property leases and other contracts and agreements, ensuring that these comply with local law and regulations

Logistics and assets management:

• Maintain effective use of office resources in particular office vehicles, generator, furniture, IT and recording equipment and software
• Ensure that systems for tracking fuel and managing assets are efficient and well maintained
• Make certain that office vehicles remain fully equipped and properly maintained

Human Resources:

• Oversee all HR processes and procedures, ensuring all staff records are accurate and up-to-date, including records for leave and TOIL, and contract terms for all locally-recruited staff
• Increase staff awareness and understanding of BBC recruitment procedures to ensure contractual obligations are observed with respect to BBC policies and the staff Code of Conduct
• Make sure all personal information concerning employees is stored in accordance with UK and Tanzania data-protection law
• Ensure that all staff have the necessary visas, permissions, and work permits to reside and work in Tanzania and that these remain valid and up-to-date and that all visitors have proper work permits and approved risk assessments prior to travel

Health and Safety:

• Take responsibility for health & safety issues in all BBC Media Action properties in Tanzania and in conjunction with BBC Safety Officers, to ensure best practice and compliance with BBC guidelines
• Ensure that all staff remain aware of current BBC health and safety issues and procedures
• Negotiate and manage local insurance policies for staff medical insurance, vehicle insurance, plus building-contents insurance if applicable
• Maintain up-to-date health & safety equipment in the office and relevant staff training in use of this equipment – especially fire extinguishers, first aid equipment and security systems

Procurement

• Oversee relationships with key service providers for office operations such as utilities and security.
• Manage inventory and purchasing of adequate stores of all regularly required office supplies
• Ensure that the office in Tanzania complies with BBC procurement policy and Tanzanian law and that its procurement systems are effective and efficient

Information Technology:

• With the IT Manager and relevant service-providers, ensure that all IT and recording equipment in the Tanzania office is well-maintained and has up-to-date software

Undertake other duties the Country Director might reques from time to time.

Skills, knowledge and experience requirements

• At least five years’ experience in managing operations of an International Non-Governmental Organisation and/or private-sector company and at least three years’ experience in financial management of a donor-funded and/or private-sector organisation
• At least a Bachelor-level degree in Business Administration or another relevant subject.
• Excellent interpersonal and leadership skills and significant experience of leading and managing teams and dealing with external stakeholders
• Proven experience of successful project management against tight deadlines.
• Experience setting-up and running systems for managing organisational resources and logistical and administrative functions
• Excellent communication skills at all levels within the organisation; fluent in Kiswahili and English (verbal and written)
• Strong IT skills with experience of operating computer-based financial management systems and competent to an advanced level in Microsoft Excel
• Proven ability to operate effectively on a Senior Management Team (or equivalent);
• Willingness and ability to take the initiative not only in identifying problems but also in suggesting and implementing solutions.

Key competencies

• Managing relationships and team work: able to build and maintain effective working relationships with a range of people. Works co-operatively with others to be part of a team. Values individual's differences and demonstrates a commitment to knowledge sharing and informal learning, for the benefit of the team.
• Strategic thinking: Able to identify a vision and create plans for implementation of that vision to meet the end goal. Evaluates situations, decisions, and issues in the short, medium and long-term
• Leadership: Ability to inspire others to realise an identified vision.
• Analytical thinking: Able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks for problem solving and/or development.
• Change management: Able to understand and anticipate the need for change and to build frameworks for planning and managing the continuous process of change.
• Planning and organisation: Able to think ahead in order to establish an efficient and appropriate course of action for self and others; planning of activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.