The Operations Manager supports the Chief Operations Officer (COO) by managing and optimizing EPIC’s operational functions across projects and departments. Acting as a key point of coordination, the Operations Manager ensures the organization’s operational activities align with strategic objectives while fostering collaboration between teams and external stakeholders. The role includes reporting to the COO on operational progress, challenges, and opportunities, as well as assisting in implementing strategies for organizational excellence.
Responsibilities
1. Assist in Operational Strategy & Leadership
Strategic Support: Collaborate with the COO to design and execute operational strategies that align with EPIC’s mission and vision.
Policy Development: Assist the COO in drafting and implementing organizational policies and standards to enhance operational performance and best practices.
Team Coordination: Act as a liaison between the COO and department heads to ensure cohesive execution of operational objectives.
2. Drive Process Improvement & Efficiency
Workflow Optimization: Analyze and recommend improvements to workflows, reporting key findings and solutions to the COO.
Technology Integration: Support the COO in evaluating and implementing systems or tools to improve operational efficiency.
Continuous Improvement: Foster a culture of operational excellence by regularly proposing process refinements.
3. Resource Management
Budget Monitoring: Work closely with the COO and finance team to track and report on budgets, ensuring adherence to financial plans.
Staffing Coordination: Assist the COO in workforce planning and collaborate with HR to ensure optimal resource allocation.
Supply Chain Management & Asset Oversight: Oversee supply chain processes, maintenance and effective use of inventory of organisational assets, purchasing, sourcing & handling logistic, providing updates to the COO.
4. Risk Management & Compliance
Risk Reporting: Identify operational risks and provide the COO with detailed reports and proposed mitigation strategies.
Compliance Monitoring: Ensure compliance with all relevant legal, regulatory, and funder requirements, reporting any gaps to the COO.
Crisis Response: Support the COO in managing operational crises, ensuring timely execution of contingency plans.
5. Team Development & Leadership
Staff Supervision: Manage operations staff and coordinate their activities, providing updates to the COO on team performance.
Training Needs: Identify staff training needs and recommend professional development initiatives to the COO.
Performance Reporting: Track team and individual performance against KPIs, providing regular updates to the COO.
6. Stakeholder Engagement
Internal Communication: Facilitate effective communication between teams and the COO to ensure alignment of goals.
External Partnerships: Support the COO in managing relationships and contract negotiations with vendors, partners, and stakeholders, ensuring customer service quality and satisfaction aligning with operational goals.
7. Reporting & Analytics
Operational Metrics: Develop and maintain key performance indicators (KPIs) and provide detailed reports to the COO.
Data Analysis: Assist the COO by analyzing operational data and presenting actionable insights.
Regular Updates: Prepare and deliver comprehensive operational reports to the COO, highlighting progress, challenges, and opportunities.
Requirements
Required Skills & Qualifications
Education: Bachelor’s Degree in business administration, operations management, or a related field. A Master’s degree is an advantage.
Experience: 5–7 years in operations management or a similar role, with demonstrated experience supporting senior leadership.
Leadership Skills: Proven ability to lead cross-functional teams and act as a key coordinator for executive operations.
Technical Proficiency: Familiarity with operations management tools, project management platforms, and data analysis software.
Communication: Strong verbal and written communication skills, with an ability to present clear and concise reports to executives.
Problem-Solving: Analytical thinker with a proactive approach to identifying and resolving challenges.
Flexibility: Adaptable to dynamic environments and capable of managing multiple priorities effectively.
