Assistant Operations Manager at Orchid HR Outsourcing

Our core business is to provide our corporate clients with human capital solutions that result in measurably improved employee and organizational performance while minimizing employment practice risk. รข€‹

 

Assistant Operations Manager

  • Job TypeFull Time
  • QualificationBA/BSc/HND
  • Experience6 years
  • LocationNairobi
  • Job FieldProject Management 

The Operations Assistant shall oversee the overall operations management of company projects- lead a team of project managers/other teams, end-to-end project management, strategic planning, ensure operational efficiency and successful implementation of below the line company projects.

He/She manages the BTL activations/event plans and works closely with other departments to ensure that all operational requirements of the projects are fulfilled. He/She is detailed and resourceful, and possesses excellent problem-solving skills. He/She is able to react quickly to deviations in project plans. He/She will work in a flexible workweek, including weekends, evenings, and public holidays, and is comfortable working in both indoor and outdoor environments, depending on the nature of the projects.

KEY RESPONSIBILITIES & ACCOUNTABILITIES

Knowledge & Skills:

  • Develop an understanding of consumer personas, mindsets, attitudes, values and behaviours to create experiential programs.
  • An understanding of Marketing Analytics to set project objectives and KPIs, monitor campaign performance and use data to make informed decisions.
  • Consistently identify marketing and experiential trends across cultural moments and industries with a specific focus on our Client industries
  • Building and maintaining a database of operational crew who can work for different projects.
  • Become totally immersedin understanding the client marketplace – support on development of competitor reviews.

Delivery:

  • Business development by working closelywith Client Serviceto develop proposals, budgets and project plans for both new and existing business
  • Issue project schedules and update as necessary in order to deliver client campaigns– knowing where and when to negotiate on delivery.
  • Coordinating and supporting on-ground activation teams and other support staff.
  • Budget management and expense trackingto ensure projectsare executed within budget and implementing cost effective solutions.
  • Collaborate with the finance department to develop and manage budgets for operations.
  • Manage procurement of necessary operational contractors and staff, logistics, and equipment for successful execution of projects.
  • Oversee and report to management/client on progress, learnings, and successes of activities conducted on behalf of the Client.
  • Create and continuously optimize standard processes to develop best-in-class example of activation and events execution
  • Managing expectations with ongoing updates and explaining any issues in advance.
  • Lead all operational status meetings and take ownership of ensuring the team completes their WIP actions by the deadlines.
  • Checking quality of all operational plans before discussing with Senior Management and Client thereafter
  • Ensure local security and workplace safety and Health regulations are adhered at all Company projects
  • Managing vendors and contractors to ensure that they meet all contractual obligations and deadlines
  • Assess project risks and issues and provide solutions where applicable
  • Preparing reports for projects in progress and overall reports on completion. Reviewing the analysis and reports of your team—ensuring accuracy, logical consistency, and value-add.
  • Develop and implement operational strategies that align with the company’s overall goals and objectives.
  • Collaborate with the senior management to define and execute the operational road map.
  • Manage resource allocation, including personnel, equipment, and technology, to optimize productivity.
  • Collaborate with HR for recruitment, training, and performance management.

Commercial management:

  • Accurately estimate for projects in conjunction with CS teams, following the receipt of new briefs.
  • Implement best practices to enhance efficiency, quality, and scalability.
  • Track the project budget for reconciliation and accounting
  • Ensure that your projects run within budget by regularly reviewing the WIP and re-estimating if any line items/cost centres are exceeding their allocations
  • Reconcile and invoice jobs in a timely manner in collaboration with CS and the Finance department.
  • Evaluate existing operational processes and workflows to identify areas for improvement.
  • Oversee project management processes to ensure timely and successful delivery of client projects.
  • Implement project management tools and methodologies to streamline workflows.

Reporting and Analysis:

  • Develop and maintain key performance indicators (KPIs) to measure and report on operational performance.
  • Analyze data to make informed decisions and identify areas for improvement.

Talent management and Leadership:

  • Line management to provide day-to-day support to Ops assistants and on-the-job training as necessary.
  • Managing and developing both new and existing operational teams by identification, recruiting, mentoring of project staff.
  • Building and maintaining a database of operational crew who can work for different projects.
  • Manage training of overall on-ground teams, ensuring they receive the best training to enable them to accomplish set out objectives.
  • Lead, mentor, and inspire the operations team to achievehigh levels of performance.
  • Foster a collaborative and positive working environment.

Risk management:

  • Identify potential risks to operations and develop strategies to mitigate them.
  • Implement and maintain robust contingency plans.

Technology integration:

  • Evaluate and implement relevant technologies to enhance operational efficiency.
  • Stay informed about industry trends and emerging technologies.

Relationship management:

  • Establish and maintain working relationships with clients, vendors, and Independent Contractors, including cost negotiations, scheduling and deliverables
  • Create culture of teamwork and integrity among operations team and project teams to ensure delivery of memorable consumer experiences at activations and events
  • Maintain positive and constructive relationships with other internal departments and offices across Africa and take responsibility for these relationships.
  • Build solid relationships and be the primary day-to-day operational contact for operation managers, CS teams on all the projects—a port of call for any issues on Task jobs.
  • Engage partner agencies where appropriate.

PROFESSION, TECHNICAL SKILL AND PREVIOUS EXPERIENCE REQUIRED

  • 6+ Years of relevant experience in experiential marketing or event management
  • Degree in Project Management, or relevant field of study
  • Experience of managing project budgets on target
  • A positive can-do attitude that is solutions-oriented
  • Calm under pressure, familiarity with project management tools, strategic thinker with the abilities to translate strategies into actionable plans
  • Great project management, organizational skills and attention to detail
  • Natural communicator – good with people
  • An openness to give/take feedback as part of a creative and passionate team
  • Great team player with strong leadership qualities
  • Proactively demonstrates added value – bringing solutions to problems and delivering more than just what is asked for
  • Excellent time management skills with the ability to prioritize and to multi-task
  • Experience of managing event Health & Safety and creating risk assessments
  • Shows enthusiasm, passion, pride and commitment Work closely with client services teams to ensure client satisfaction and address any operational issues proactively.
  • Implement feedback mechanisms to continually improve service delivery.

Check how your CV aligns with this job

Method of Application

Interested and qualified candidates should forward their CV to: careers@orchidhr.co.ke using the position as subject of email.

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