The posting
About WorldFish
WorldFish is an international research organization working to transform aquatic food systems to reduce hunger, malnutrition, and poverty. It collaborates with international, regional, and national partners to co-develop and deliver scientific innovations, evidence for policy and knowledge to enable equitable and inclusive impact for millions who depend on fish and other aquatic foods for their livelihoods and nutrition. Our work in countries advances progress on multiple 2030 Sustainable Development Goals through science and innovation, with a vision of healthy people, healthy planet and shared prosperity.
About the Position
Under the guidance of the Country Representative, the Operations Manager is responsible for managing and monitoring general office operations across multiple areas, including finance, HR, IT, and logistics, to ensure quality services that align with organizational objectives and policies. The role manages the operations team, fosters collaboration between operations and research functions, and strengthens relationships with partners, government departments, and service providers. The Operations Manager develops and oversees the implementation of annual work plans and budgets, maintains operational databases, and ensures compliance with relevant policies and guidelines.
Key Responsibilities
Main Purpose of Job:
- Manage and monitor the day-to-day general office operations ensuring seamless integration of finance, HR, IT, administration, facilities, transport, safety and security, logistics, procurement and events with organizational objectives, across the office(s) to ensure quality services in adherence to operations policies and guidelines.
- Analyze operation policies, procedures, systems and processes for their effectiveness and collaborate with HQ for enhancements.
- Drive the adoption of new policies, procedures and guidance, providing training and disseminating knowledge and information to enhance operational effectiveness.
- Produce periodic office reports to provide accurate and timely updates on office activities and performance.
- Lead and oversee operational change management in the office to ensure smooth transitions and effective implementation of new processes.
Main engagement, collaboration and communication responsibilities:
- Manage, coach and guide the work of administrative, operations, facilities, transport team members, manage performance, create development opportunities, create a productive, respectful and inclusive work environment.
- Foster collaboration between operations and research functions and align services with HQ strategies to ensure efficient service delivery.
- Guide and advise other teams on operations services to ensure timely and quality delivery in compliance with relevant operation policies, lead capacity building activities as needed.
- Strengthening and broadening relationships with partners government departments, customs (overseeing protocol, credentials) and service providers on office operational services, including (building) contract management, proactively introducing new partnership opportunities.
- Represent the organization in negotiations with service providers as needed.
Main responsibilities in the delivery of timely and quality services:
- Develop, oversee and monitor the implementation of the office management annual work plan and budget.
- Ensure timely implementation of operational activities, including timely renewal of contracts and protocol.
- Ensure the seamless integration of office operations with research services in compliance with policies and procedures.
- Maintain and update operational databases ensuring accurate and up-to-date information and reporting.
Requirements
This job might be for you if you have the below skills and qualifications:
- At least a bachelor’s degree in facility management, engineering, business administration or relevant field.
- Master’s degree or additional relevant certifications is preferred.
- Relevant experience in operational office management or in one or more of these areas: general management, administrative management, human resources, finance, facility management, procurement.
- Experience analyzing and revising operations business processes.
- Experience managing a team, ensuring a collaborative work environment.
- Experience working with governments or regulatory authorities.
- Experience working for an international not-for- profit organization is a distinct advantage.
Key Competencies Required
Core Competencies
- Accountability: Takes ownership of work, showing initiative in problem-solving and decision-making. Stands firm on ethical issues, even when faced with challenges.
- Collaboration and Communication: Communicates clearly, articulating thoughts in a straightforward manner while interpreting nonverbal cues to enhance responses and foster productive interactions. Actively participates, seeks and listens to others’ perspective. Demonstrates a willingness to learn from others and welcomes constructive feedback to improve personal and team performance.
- Respect and Inclusion: Promotes and advocates for respect and inclusion within team, program or organization. Actively seeks incorporates diverse ideas and experiences into decision making.
- Results and Impact Orientation: Establishes clear standards of excellence to achieve results, aligns individual and team goals with organizational objectives. Uses data and metrics to assess, monitor, and improve performance. Identifies improvement opportunities by evaluating and applying emerging technologies.
Functional and Technical Competencies
- Monitoring and Reporting: Utilizes advanced monitoring methods, customizes or develops tools as needed, addresses challenges encountered during monitoring activities; develops detailed, customized reports with in-depth analysis, incorporating data and information from multiple sources tailored to stakeholder needs.
- Capacity Building: Delivers engaging capacity building approaches using diverse methods, adjusting the needs to the audience while effectively responding to participant feedback.
- Compliance and Quality Assurance: Applies in-depth knowledge of legislation and compliance principles, monitors legislative changes and ensure operational compliance; proactively oversees information accuracy and work quality, continuously improves processes to further strengthen the quality or control environment.
- Planning and Organizing: Organizes, prioritizes, and schedules tasks strategically to meet deadlines and department objectives, creating detailed work plans while adapting to obstacles by reorganizing and reprioritizing tasks for timely results.
- Problem Solving: Leads team-driven problem-solving initiatives, and breaks down complex issues into manageable elements to identify key factors before proposing solutions, continuously improves processes to further strengthen service delivery.
Managerial and Leadership Competencies
a) Managing Team Dynamics
- Recognizes and identifies personal and others' emotions and the influence of personal behavior on team dynamics, showing understanding of the emotional intelligence concept.
- Builds trust and rapport with supervisees or team members by empowering and engaging them on tasks, supporting and guiding them to reach shared goals, while setting clear expectations, providing regular feedback, and conducting fair assessments.
- Takes time to connect and show an interest in the well-being of team members or supervisees.
b) Strategic Leadership
- Recognizes relationships and partnerships as essential to achieving goals, demonstrating willingness to work in partnership, understanding and clarifying needs and mutual expectations.
- Actively participates in and supports change initiatives, adapting processes or procedures to align with evolving organization needs, showing openness to new ideas and approaches.
- Proactively identifies potential risks within their team’s operations, assesses their impact, and suggests mitigation strategies to the manager.
- Seeks to understand the organization’s purpose and goals and identifies opportunities for team process improvements and emerging technologies in alignment with organizational goals.
Benefits
This is a Nationally Recruited Staff (NRS) position and WorldFish offers a competitive remuneration package including comprehensive benefits (but not limited to) insurance coverage for staff and eligible dependents, employer provident fund contribution, paid leave, and others. The duration of the contract will initially be for a three (03) year period with possibility for extension, depending on funding and performance.
How to Apply
Your application must include:
- A copy of your curriculum vitae,
- A cover letter which addresses key requirements stated above; and
- Contact information of three professional referees who may be contacted if you are short-listed for the position.
Applications will remain open and will be accepted on a rolling basis until the position is filled.
Location: The post holder will be based in Abidjan, Côte d’Ivoire.
The screening will start immediately and will continue until the position is filled. Due to the high volume of applicants for WorldFish positions, we appreciate all interest, but only short-listed candidates will be contacted.
Our Gender, Diversity and Inclusion Commitment
Over 40% of WorldFish staff is women with some 30 nationalities represented and contributing to its dynamic multicultural work environment. WorldFish is committed to promoting a work environment where diversity and inclusion are valued and we seek to have gender balance in the organization. We aim to also seek balance across other diversity dimensions.
People in WorldFish are treated equally irrespective of gender, ethnicity/race, national or social origin, disability, religion, political affiliation, age, family size, marital status or any other form of personal identity.
We are an equal opportunities employer and strongly encourage qualified women and men from developing nations to apply.
