Operations Manager at TB HIV Care

About the Job

Job Advert Summary

• TB HIV Care (THC), in existence since 1929, is an internationally recognised non-profit organisation. We provide health care services throughout South Africa to both the general population and communities at increased risk for HIV and TB, including adolescent girls and young women, sex workers and people who use drugs. THC provides a stimulating work environment and the opportunity to work with leaders in the field of HIV and TB prevention and care. Our work culture is adapted to the constantly-evolving South African health care environment and will suit solution-driven team players interested in opportunities for career development while working to connect people with care

Purpose of the position:

• The Operations Manager will organise and oversee the daily operations of the organisation. The overall aim is to ensure operational efficiency and support to the programmatic needs of the organisation, whilst ensuring compliance with policies and procedures.

Minimum Requirements

• Honours degree in business management/administration or equivalent mix of qualifications and experience
• Minimum of 5 years’ experience in a similar position with
• Strong data analysis skills coupled with knowledge and experience of relevant legal frameworks
• Experience and knowledge of the public sector, specifically large international donors (CDC, USAID, Pepfar, Global Fund) would be advantageous
• Advanced proficiency in Microsoft packages as well as a Procurement system
• Valid code 08 driver’s licence
• Clear criminal record

Duties and Responsibilities

Management

• Supervise staff from different departments
• Drive process and system improvements to ensure the organisation proactively adapts within a changing environment
• Collaborate with the QI/A department to contribute towards a total quality management system (TQMS)
• Evaluate overall performance by gathering, analysing and interpreting data and metrics

Procurement / Travel / Assets

• Manage the procurement processes based on policies
• Ensure compliance with procurement policies for supplier vetting
• Coordinate material and resources allocation
• Create and maintain monitoring mechanisms and manage adherence to organisational standards
• Plan and monitor the day-to-day running of organisational processes to ensure smooth progress
• Overall management of systems that support the operational processes
• Work closely with the HR department to ensure that staff are fully equipped upon starting and while under employ

Policies and procedures

• Revise and/or formulate policies as needed
• Ensure there is uptake, application and execution of all relevant policies and procedures
• Assist the Information Officer and Deputy Information Officer with TB HIV Care’s privacy compliance programme

Stakeholder and contract management

• Manage relationships and agreements with vendors and suppliers
• Ensure smooth functioning of the contract approvals and processes within the organisation
• Creates and maintains a mechanism to monitor service provider contracts (e.g. leases, telecommunications, 30 day accounts etc.)

Financial/budget management and auditing

• Prepare, manage and execute budgets relating to the departments
• Provide support in developing budget requirements to ensure organisational continuity to programmes
• Provides support to ensure all operational aspects of audits are timeously and accurately responded to

Popia Privacy Champion

• Assist the Information Officer and Deputy Information Officer with TB HIV Care’s privacy compliance programme by ensuring the following (specific to the relevant department):
  • Conducting organizational security and privacy and impact assessments
  • Privacy by design and assurance
  • Supplier/Contractor/Supplier/CBO’s and SR’s Compliance (if applicable)
  • Development of a data processing register