Operations Manager - - Johannesburg

Main duties
Office Management

Ensure the office spaces are safe and secure, comfortable, and environmentally friendly i.e. recycling, energy
saving solutions, water-saving methods are adopted and liaise with Landlord to ensure that the building is
well maintained.
Ensure all rental agreements are regularly reviewed and renewed where applicable.
Perform IT capacity planning (current and future)
Manage budget for office and IT, ensure that budget is not exceeded and expenses are well recorded.
Coordinate and manage office relocations, including ensuring sufficient security, access control and safety
levels are in place and maintained
Ensure minimum standards for office spaces are developed, approved, implemented and maintained
consistently across all locations.

Management, Servicing & Control of Assets

Make sure that physical property is fit-for purpose, serviced, operational and in order
Maintain Asset Register listing and reconcile with Finance every quarter.
Implemented and updated systems and procedures for management of assets and ensuring compliance.
Make sure that the offices are kept clean at all times, liaise with cleaning service providers and ensure SLA
terms are followed
Ensure that all office equipment are serviced and operated within policy

Procurement policies and procedures

Ensure procurement is done in accordance with the GPI guide for electronics and green procurement.
Review procurement procedures by ensuring that suppliers fulfil all requirements in the scope of work as
agreed.
Educate staff about the procurement policies and procedures
Ensure all Service Level Agreements are in place, updated and planned for in time.
Manage the procurement of equipment on behalf of the five offices in line with existing policies.
Maintain suppliers database and renew annually
Facilitate the procurement of goods and/or services on behalf of other departments in line with existing
policies when required. Value for money is crucial and so liaising with departments in question to understand
the specific requirements.
Coordinate meetings and workshops, logistics invitations, venues, schedules including staff entertainment.
Assist P&C Administrators with travel arrangements for staff in accordance with the Travel Policy.
Planning and organising meetings and events when necessary
Provide IT appropriate training to all GP Africas staff.

Management of suppliers/services providers

First point of contact for suppliers/service providers for Office related services and products including cell
phones, phones, insurances, travel services, etc.
Analyse expenses and suggest cost saving measures including change of suppliers
Manage the process of sourcing new suppliers and evaluating existing suppliers
Ensure contracts are maintained & are working effectively.
Health and Safety Compliance
Ensure that the office complies with the OHS Act and ensure task teams are formed and responsible for
safety and first aid. Liaise with the Security Manager if there are any emergencies. 24/7 On-call duty for
emergencies

Budgeting

Prepare annual budgets for Unit
Plan, budget, obtain approval and implement projects requiring capital expenditure
Ensure approval from SMT member is obtained for expenditure before incurring such
Manage designated cost centres, budgets and capex within budget
Manage the use of approved budget on an annual bas

Qualifications and Experience

Tertiary qualification in Business Administration
Minimum 5 years experience in a similar role.
Experience working with MS Office
Experience in supervising staff and contractors.
Capacity to identify and flag complex operations and challenges, break them down into problems that can
then be tackled and resolve them.
Knowledge of market dynamics, regulatory requirements, and cultural nuances across Africa.
Experience working in challenging and sometimes security conscious environments.
Project Management experience advantageous

Required skills and behaviours