Head of Operations at InfoStrategy Technology

Responsible/Reports to: The Managing Director

Job Description
Responsible for:

• Ensuring all aspects of daily operations of the company is run effectively and efficiently.
• Primary role is to provide the support function to the company in order for it to achieve its vision and strategic objectives.

Purpose of Role

• The role of the Head of Operations is to ensure that the strategic and business objectives as well as the values of the company are put into practice.
• In conjunction with other members of staff the Head of Operations will ensure business growth through directing and managing business operations activities to ensure they are delivered in accordance with the strategic objectives.
• The Head of Operations will be responsible for overseeing payroll, managing the HR function, helping and creating organisational and program budgets in collaboration with the MD and other team members, and undertaking other miscellaneous tasks as and when they arise.
• The post holder is responsible for ensuring organisational effectiveness by providing leadership for the organisation's financial functions.
• The Head of Operations is required to work with the staff team, and contribute to the development and implementation of organisational strategies, policies and practices.
• The Head of Operations will plan, direct and manage the performance of all internal operations, so as to maintain and develop business growth in accordance with the overall strategy.

Key Responsibilities
These are to:

• Improve the operational systems, processes and policies in support of the company’s mission - specifically, support better management reporting, information flow and management, business process and organisational planning.
• Manage and increase the effectiveness and efficiency of Support Services (HR, IT and Finance), through improvements to each function as well as coordination and communication between support and business functions.
• Play a significant role in long-term planning, with the view to delivering operational excellence.
• Maintain the administration, budgeting, monitoring, reporting, communication and liaison at a level acceptable to the Board.
• Implement, maintain and manage an effective system of controls throughout the company covering non-financial as well as financial controls.
• Ensure that operating objectives and standards of performance are owned by staff.
• Ensure that appropriate standards of conduct are established and complied with.
• Implement effective succession planning, people management, development, recruitment, and retention strategies.
• Present a yearly budget in conjunction with the Finance Officer for Board approval and prudently manage resources within those budget guidelines.
• Oversee overall financial management, planning, systems and controls.
• Manage the company budget in coordination with the MD.
• Develop individual program budgets.
• Oversee and manage payroll, including tabulation of accrued employee benefits.
• Ensure disbursement of cheques for company expenses.
• Organise fiscal documents as and when required.
• Attend regular meetings with MD around fiscal planning.
• Supervise Finance officer

Responsibilities by Function
Financial Management:

• Direct annual budgeting and planning process for the company’s annual budget with MD.
• Develop, manage and monitor the Operations budget ensuring best value in all expenditure.
• Oversee monthly and quarterly assessments and forecasts of organisation's financial performance against budget, financial and operational goals. Oversee short and long-term financial and managerial reporting.
• Manage day to day processing of accounts receivable and payable, producing reports as requested in conjunction with the Finance Officer.
• Reconcile monthly activity, generating year-end reports, and fulfilling tax related requirements in conjunction with the Finance Officer.
• Assist CEO and Board in creating annual organisational budget and monitoring cash flow in conjunction with the Finance Officer.
• Ensure archival and administrative files are up to date and well maintained.
• Ensure payroll and employee benefits and organisational insurance is administered in conjunction with the Finance Officer.
• Develop long-range forecasts and maintain long-range financial plans.
• Develop, maintain and monitor all accounting systems and procedures capturing all billings and receipts and for the recording of all revenue transactions, recommend and implement improvements to systems in conjunction with the Finance Officer where appropriate.
• Prepare annual audit in conjunction with the Finance Officer.

Organisational Effectiveness:

• Increase the effectiveness and efficiency of Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.
• Drive initiatives in the the company team organisationally that contribute to long-term operational excellence.
• Deliver all aspects of the HR function including recruitment, training, review, personal development (if appropriate), performance monitoring and team building.
• Actively look for ways improvements can be made to the internal functions of the company, define benefits of making changes and implement.

Business Development:

• Ensure all business systems are fit for purpose.
• Contribute to short and long-term organisational planning and strategy.
• Develop an environment with systems and processes in place which will enable and encourage business opportunities.

Risk Management:

• Implement and assist in the development, review and maintenance of various policies including Health and Safety, Security and Environmental.
• Ensure statutory compliance with active legislation, conducting risk assessments, monitoring performance and reviewing procedures.
• Oversee organisational insurance policies.

Competencies

• Excellent planning and team management skills, demonstrating mature confidence and integrity
• Assertiveness and proven ability to influence cross-functional teams with/without formal authority
• Excellent oral and written communication skills
• Stress tolerant
• Excellent interpersonal skills
• Good report writing and documentation skill
• Should be proactive.