Operations Manager
Arab Trade Desk (ATD)-Alayyan Group
مجموع سنوات الخبرة :14 years, 7 أشهر
- Plan, develop and review company's operational objectives, policies, and procedures.
- Ensure cost-effective operations and compliance with legal standards.
- Coordinate with various departments to manage deadlines and tasks.
- Review client agreements before finalization.
- Contribute to monthly reports and projects monitoring.
- Handle internal and external communication.
- Coordinate with suppliers and manage orders.
- Run staff meetings and manage PR.
- Schedule and coordinate workshops and events.
- Assist the Human Rescores (HR) Department with:
1. Recruitment and selection process.
2. The interview process.
3. Preparing employees’ job description.
4. Preparing job offers and employees contracts.
5. Maintaining a smooth onboarding process.
6. Recommending new policies, approaches, and procedures.
7. Developing effective training strategy for the staff.
8. Developing the Code and Conduct Handbook.
9. Monitor KPIs.
Providing support to:
- The Advisor for Evaluation and Learning (MEL) & Performance Management.
- Jordan’s Maternal Mortality Surveillance and Response System (JMMSR) Team.
- Health Management Information System (HMIS) Team
1. Providing support to the technical teams with:
• Annual and quarter reports.
• Training reports.
• Training and workshop presentations.
2. Organizing workshops, events, and meetings:
• Developing and maintaining the events checklist.
• Collaborate with internal team on preparing the agenda, invitation emails, presentations, and requested digital and printed banners.
• Research and book appropriate venues.
• Tracking the overall events budget, timeline, and responsibilities.
• Assist in preparing the evaluation forms.
3. Providing logistic support to the teams.
4. Managing written communication both internally, and with counterparts.
5. Overall monitoring and follow-up on achieving project deliverables and milestones.
6. Assist in the preparation of budget planning and monitor expenses in accordance with the budget.
Assist in the preparation and submission of tenders:
• Search online for contract (pre)announcements.
• Coordinate and communicate proposal document delivery and costing requirements to the key support functions to meet proposal due dates while raising, tracking, and documenting issues.
• Ensure all relevant documentation for bid proposals is complete and accurate.
• Responsible for internal and external interfaces during tender execution.
Business Development:
• Along with the General Manager, maintain high-level contact and dialogue with the key funding bodies and corporate partners.
• Maintaining and developing existing business partnerships.
• Engage in market research to identify new business opportunities.
• Explain to potential customers about the various benefits offered by company services
• Develop business proposals for existing and new customers.
• Identifying and building new business partnerships.
• Contribute to the promotion at external events and promotions.
• General administration duties.
A. Main responsibilities
• Smooth functioning management of financial administration, such as cash withdrawal, keeping the cashbook and bank account, preparing and verifying vouchers in accordance with the agreements.
• Maintaining and keeping projects’ journals.
• Bookkeeping projects’ finances including preparing projects’ vouchers.
• Management and administration of the office.
B. Tasks
1. Financial Administration
• checks and prepares invoices for payments in coordination with the accountant.
• prepares and handles bank payments for several projects and keeps journals of all transactions.
• monitors cashboxes and safe contents.
• monitors bank accounts’ operations and regular bank reconciliation
• handles financial project review missions.
• files (in paper and electronically) all documents related to projects.
2. Project financial planning and reporting
• assist in the preparation of budget planning.
• monitors expenses in accordance with the budget.
• monitors the monthly accounting and financial plans.
3. Other duties
• Assist in and carry out other tasks at the request of the Executive Director.
• Immediately reports all problems involving finance and regulations to the Executive Director.
• Fill out timesheets.
• Manage calendar, coordinate schedules, and independently make appointments.
• Screen and provide information in response to telephone calls.
• Compose, prepare, and process general and confidential correspondence, including e-mail and faxes.
• Establish, organize, and ensure maintenance of paper and computer records management /filing systems.
• Coordinate meetings and events by making appropriate arrangements.
• Arrange detailed travel plans and itineraries, compiling relevant documents.
• Address errors and complaints.
• Communicate with managers, supervisors, co-workers, and others, maintaining confidentiality.
• Attending the Board meetings and taking minutes of meetings.
• Running staff meetings, and coordinating between the management and the employees.
• Managing public relations between the management and the external affiliates.