Coordinator, Operations at eHealth Systems Africa

Purpose of the position

• The Coordinator, Operations, provides leadership for the operation team and respond to key operational challenges.
• S/he will work with and be supervised by the Manager, Operations.
• The Coordinator, Operations role is to coordinate daily schedules and special programs for office and residential facilities in collaboration with other team members.

What you’ll do

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Other duties may be assigned.

• Supervises and assures effective operation of organization’s office/residential building and other related property and grounds.
• Serves as the primary contact with staff, members and clients for a specific facility and other related property and grounds.
• Ensures compliance with safety and security policies and processes at all times.
• Oversees and manages vendors. Assists the Procurement Team with the identification and selection of vendors.
• Generates work plan for the vendor, defining and communication of timelines to ensure availability of vendor resources. Identifies and resolves vendor issues. Oversees record keeping (online and physical) for vendors, vehicles usage, etc.
• Maintains a secure environment by keeping lock and access information confidential and complying with regulations.
• Distributes and retrieves access cards and keys to facility staff members.
• Ensure effective management of member/guest registration, visits and events.
• Promptly respond to requests from members/guests while ensuring compliance with rules and regulations
• Ensures scheduled maintenance is carried out on facility and equipment proactively to prevent failures or premature wear and tear. This is essential to ensure continuous operation of the facility.
• Conducts regular facility [and related property and grounds] and equipment inspections to assure effective operation and maintenance.
• Identifies areas for improvement in facility management and brings to the attention of Manager, Operations.
• Responds to complaints regarding facility from staff members and/or clients in a timely manner (i.e., regarding lighting, building temperature, equipment failure, etc.).
• Sets up appropriate office space for new employees.
• Ensure the facility is adequately stocked with essential supplies and maintain an efficient re-ordering system to prevent stock-outs.
• Maintains facility supplies and facility services. Arranges timely repairs, as necessary.
• Ensures that all vehicles and equipment in the fleet are properly maintained and operated in accordance with organizational standards.
• Ensure driver supervision and monitor driver compliance with motor vehicle regulatory requirements for professionalism and safety.
• Maintains accurate records and generates a variety of reports utilizing spreadsheets and databases.
• Ensures all inputs needed for the periodic procurement plan are provided in a timely and efficient manner.
• Provides timely periodic reports regarding facility management tasks and activities in a timely and efficient manner
• Responsible for performing any other duty assigned by Management.
• Is consistently at work and on time.
• Participates in and promotes a positive, supportive, cooperative team environment.
• Attends and participates in staff meetings, training classes and supervision.
• Adheres to policies and procedures.
• Adheres to eHealth Africa Code of Conduct as well as ethical standards of the field.

Who you are

• Bachelor’s degree from a college or university in Business Administration, Estate/Property Management, Civil Engineering, Project Management, or a related field.
• Five (5) years working experience in Operations, preferably in an NGO or an equivalent combination of education and experience.
• Minimum of three years of operations supervisory experience.
• Proven ability to lead and manage multidisciplinary/diverse teams, as well as the mentoring team.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedural manuals.
• Ability to motivate others, delegation, and timely/quality decision-making.
• Excellent interpersonal, communication and organizational skills.
• Ability to communicate, interact and influence effectively at all levels within the Organization.
• Must have the ability to manage conflicts and resolve problems effectively.
• Action-oriented and resilient in a fast-paced environment.