Operations Manager at Greenpeace Africa

Operations Manager at Greenpeace Africa

Location: South Africa
Deadline: April 3, 2024
Job Type: Contract, 12 months +
Languages: English
Work Experience: Minimum 5 years
Date Posted: March 28, 2024

About Greenpeace Africa

Greenpeace Africa, a proud member of the global Greenpeace network, has been at the forefront of climate activism for over a decade. Founded in 2008, our mission is to challenge the extractive and neo-colonial socio-economic model that impedes Africa’s progress and exacerbates the climate crisis. With operations in the Democratic Republic of Congo (DRC), Cameroon, Kenya, Senegal, and South Africa, we strive to empower African communities and businesses to lead the charge towards a sustainable future.

Purpose of the Role

As the Operations Manager, you will play a pivotal role in ensuring the smooth functioning of our operations across Africa. Your responsibilities will include overseeing day-to-day operations, managing office facilities, coordinating procurement activities, and ensuring compliance with health and safety standards. Join us in our mission to protect the environment and drive positive change in Africa!

Main Duties

Office Management

• Ensure the safety, security, and environmental sustainability of office spaces.
• Oversee IT capacity planning and manage office budgets efficiently.
• Coordinate office relocations and maintain minimum standards across all locations.

Management, Servicing & Control of Assets

• Maintain physical property, reconcile asset registers, and ensure compliance with asset management procedures.
• Procure equipment and services in line with Greenpeace Africa’s green procurement guidelines.
• Coordinate meetings, workshops, and travel arrangements for staff.

Procurement Policies and Procedures

• Review and educate staff on procurement policies.
• Manage procurement of goods and services, maintain supplier databases, and ensure value for money.
• Facilitate procurement for other departments as needed, while adhering to existing policies.

Management of Suppliers/Service Providers

• Serve as the primary contact for office-related suppliers and service providers.
• Analyze expenses, suggest cost-saving measures, and manage supplier contracts effectively.

Health and Safety Compliance

• Ensure compliance with occupational health and safety regulations.
• Act as the point of contact for emergencies and oversee safety and first aid protocols.

Budgeting

• Prepare annual budgets, plan and implement projects, and manage designated cost centers.
• Obtain approval for expenditure and ensure adherence to budgetary constraints.

Qualifications and Experience

• Tertiary qualification in Business Administration.
• Minimum 5 years’ experience in a similar role.
• Proficiency in MS Office and experience in staff supervision.
• Strong problem-solving skills and cultural awareness across Africa.
• Experience in project management is advantageous.

Required Skills and Behaviours

• Excellent communication and analytical abilities.
• Strong multitasking and time management skills.
• Ability to work independently and maintain confidentiality.
• Approachable demeanor and a commitment to integrity.

Greenpeace Africa is an equal opportunity employer dedicated to fostering diversity in our workforce. We welcome applicants from all backgrounds and are committed to creating an inclusive environment.

How to Apply

Interested candidates meeting the requirements of the role should email a cover letter and CV to rafrica@greenpeace.org with “Operations Manager” as the subject line by April 3, 2024. Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.

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SAMPLE COVER LETTER FOR AN OPERATIONS MANAGER

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Today’s Date]

Hiring Manager
Greenpeace Africa
[Company Address]
[City, State, Zip Code]

Dear Hiring Manager,

I am writing to express my interest in the Operations Manager position at Greenpeace Africa, as advertised. With a solid background in business administration and over seven years of experience in operations management, I am excited about the opportunity to contribute to your mission of environmental protection and positive change in Africa.

In my previous role as Operations Manager at [Previous Company], I successfully oversaw office operations, managed procurement activities, and ensured compliance with health and safety standards. My experience in managing budgets, coordinating projects, and fostering supplier relationships has equipped me with the skills necessary to excel in this position.

I am particularly drawn to Greenpeace Africa’s commitment to diversity and inclusivity, as well as its focus on empowering African communities to lead sustainable initiatives. I am eager to leverage my expertise in operations management to support your organization’s goals and make a meaningful impact on environmental conservation efforts.

Thank you for considering my application. I am enthusiastic about the possibility of joining the Greenpeace Africa team and contributing to its mission-driven work. I look forward to the opportunity to discuss how my skills and experience align with the needs of your organization.

Sincerely,

[Your Name]

Possible Operations Manager Interview Questions With Answers

1. Can you describe your experience in overseeing office operations and managing budgets? Answer: In my previous role as Operations Manager, I was responsible for ensuring the smooth functioning of office spaces and managing budgets efficiently. I implemented cost-saving measures and conducted regular reviews to ensure expenses were within budgetary constraints.
2. How do you ensure compliance with health and safety regulations in the workplace? Answer: I maintain a proactive approach to health and safety compliance by conducting regular inspections, providing staff training on safety protocols, and establishing emergency response procedures. I also liaise with relevant authorities to stay updated on regulatory requirements.
3. Can you provide an example of a time when you successfully coordinated a procurement process? Answer: In my previous role, I coordinated the procurement of new office equipment by researching suppliers, obtaining competitive quotes, and negotiating contracts. I ensured that procurement activities were aligned with organizational policies and resulted in cost-effective solutions.
4. How do you prioritize tasks and manage multiple projects simultaneously? Answer: I prioritize tasks based on urgency and impact on organizational goals. I utilize project management tools to track progress, allocate resources efficiently, and ensure timely completion of projects. Regular communication with stakeholders helps me manage expectations and address any challenges that arise.
5. How do you foster positive relationships with suppliers and service providers? Answer: I believe in maintaining open and transparent communication with suppliers and service providers. I establish clear expectations, negotiate contracts that are mutually beneficial, and address any issues promptly to ensure ongoing collaboration and satisfaction.
6. How do you handle unexpected challenges or emergencies in the workplace? Answer: I remain calm and composed under pressure, assess the situation quickly, and prioritize actions to mitigate risks and ensure the safety of staff and assets. I communicate effectively with relevant stakeholders, implement contingency plans, and follow established protocols to resolve the issue efficiently.
7. Can you discuss your experience in managing office relocations or renovations? Answer: In my previous role, I managed the relocation of our office to a new location by coordinating logistics, overseeing renovations, and ensuring minimal disruption to operations. I collaborated with stakeholders to address any challenges and ensured a smooth transition for staff.
8. How do you stay updated on industry trends and best practices in operations management? Answer: I actively engage in professional development opportunities, such as attending conferences, webinars, and networking events. I also subscribe to industry publications and participate in online forums to stay informed about emerging trends and best practices.
9. Can you provide an example of a time when you identified opportunities for process improvement? Answer: In my previous role, I conducted a thorough review of our procurement processes and identified inefficiencies that were impacting productivity and cost-effectiveness. I implemented streamlined procedures and automation tools, resulting in significant time and cost savings for the organization.
10. Why are you interested in joining Greenpeace Africa? Answer: I am passionate about environmental conservation and social justice, and I admire Greenpeace Africa’s commitment to empowering African communities to lead sustainable initiatives. I am excited about the opportunity to contribute my skills and experience to support the organization’s mission and make a positive impact on environmental issues in Africa.

Best wishes on your job application, and we look forward to potentially welcoming you to the Greenpeace Africa team!