Operations Manager -1 year Fixed term

About Greenpeace Africa

Greenpeace Africa was founded in 2008 and is part of the Greenpeace global network that has recently celebrated 50 years of climate activism across the world. Greenpeace was founded in 1971 by a small group of concerned individuals, who set sail to Amchitka Island off the coast of Alaska to try and stop a US nuclear weapons test. Their old fishing boat was called “The Greenpeace”. Today, Greenpeace is present in over 40 countries around the world. Greenpeace Africa currently operates in the Democratic Republic of Congo (DRC), Cameroon, Kenya, Senegal, and South Africa to challenge the development and growth model rooted in the extractive, neo-colonial socio-economic model that is holding the African continent back and is contributing to the worsening climate crisis.

Greenpeace Africa’s vision is embedded in collective activism powered by the energy of millions of Africans to shape better legal, political and economic systems in ways that position Africa as a world leader and a source of untapped wisdom. In this new era, Africa’s people, communities, regional bodies, education institutions and progressive businesses are working together to create new approaches to build a better future for all of Africa’s people. Africa is influential and a source of inspiration to the world – a self-reliant and dynamic people.

Greenpeace Africa’s strategy aims at transforming Greenpeace Africa to be an organisation working on campaigns delivering systemic impacts in Africa with an operating model that is fit for purpose and responsive to the challenges facing Africa. By grounding African consciousness in all aspects of our work; we aspire to deliver a vision of an Africa where the people in Africa own the well-being of the continent in the face of the climate crisis.

Greenpeace Africa seeks to fill this vacancy with a highly qualified professional that has the flexibility to work remotely, as Greenpeace Africa implements a hybrid work location model, with work-from-home being the primary model of work.

Purpose of the Role

The Operations Manager role 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.

Main duties

Office Management

• Ensure the office spaces are safe and secure, comfortable, environmentally friendly i.e. recycling, energy saving solutions, water saving methods are adopted and 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, including ensuring sufficient security, access control and safety levels are in place and maintained
• 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.
• Implemented and updated systems and procedures for management of assets and 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 are 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 in line with existing policies when required. Value for money is crucial and so liaising with departments in question to understand the specific requirements.
• 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.
• Planning and organising 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 evaluating 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 before incurring such
• Manage designated cost centres, budgets and capex within budget
• Manage the use of approved budget on an annual bas

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 then be tackled and resolve them.
• 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.

Greenpeace Africa is an equal opportunity organisation committed to achieving diversity within its workforce, irrespective of gender, nationality, disability, sexual orientation, culture, religious and ethnic background.