Operations Manager (Wits VIDA) - - Johannesburg

Additional information:

Wits VIDA Research Unit conducts cutting-edge scientific research
They aim to continue to save lives across Africa and low and middle-income countries (LMIC) through translational research that informs local and global policy recommendations on infectious diseases and the use of next-generation and novel vaccines
Formerly known as the Respiratory and Meningeal Pathogens Research Unit (RMPRU) and founded in 1995, the Vaccines and Infectious Diseases Analytics (VIDA) Research Unit of the University of the Witwatersrand is an internationally recognized, African-led research unit in the field of epidemiology of vaccine-preventable diseases, and clinical development of life-saving vaccines
Wits VIDA is looking for a dynamic operations manager to drive effective transversal business and facilities operations support
With a multi-dimensional research strategy, WITS VIDA’s world-class laboratory, clinical trials facility, and significant observational, surveillance and social behavior sciences functions lead impactful programs that require systems-thinking, project management, and an innovative, collaborative approach to problem-solving, risk management, and business continuity
The operations team supports hard and soft services, logistics, IT, and telecommunications, and liaises with the Wits Health Consortium Shared Services Centre on business administration
The incumbent will be someone with experience in health research-related operations in complex, multiple facilities, and a demonstrated ability to work well with government and internal stakeholders to drive sustainable and growing operations

Main purpose of the job:

Management of the WITS VIDA Research Unit’s day-to-day operations, ensuring smooth functioning and efficient resources oversight; implement and maintain operational management and administration systems, strategies, policies, and procedures to provide effective support for core business and research functions

Location:

This role oversees operations across all Wits VIDA sites including but not limited to: VIDA offices, clinical trials department, and allocated hospital spaces at Chris Hani Baragwanath Academic Hospital, Soweto (main) & Rahima Moosa Mother and Child Hospital, Coronationville

Key performance areas:

Operations Management: Employee & Soft Services

Effectively plan and manage employee and soft services provided to all stakeholders
Housekeeping & hygiene including pest control: oversee hygiene and housekeeping to all required standards across the unit
Telecommunications: oversee and ensure effective telecommunications services, platforms, and usage
Employee services & resource planning: Provide ongoing logistical, administrative, and procurement oversight to ensure all staff have sufficient stations and tools to enable effective study delivery and rapid start-up of new projects. Oversee project start-up and close-out to coordinate staffing deployment processes, equipment, and procedures (pre- and post-study). Actively engage with finance, HR, and other departments to support studies and departments with information and analyses that may inform resource planning (stock/equipment, services, staff) and provide change management support in relation to employee services. Drive operational employee engagement and facility usage including guidance
Office accommodation: ensure office facilities and accommodation are adequate and operating at a high standard; provide adequate systems for filing and information sharing
Meetings & Events: plan and manage meetings, spaces and facilities, and internal events
Procurement and stock: effectively manage procurement including negotiation and agreements, delivery and performance, creditors and payments, petty cash, and stock control and systems
Assets & equipment: oversee the accurate and effective planning, deployment, recording, tracking, and maintenance of assets and equipment
Internal communications: create, implement, and monitor effective internal communications and information-sharing strategies
Administration: monitor contracts, policies, and compliance; ensure effective administration and reporting
IT & infrastructure: oversee the effective and strategic delivery and management of IT infrastructure and services, ensuring that unit IT requirements are planned and supported efficiently and that the IT support function for the unit is optimal and cost-effective. Ensure and coordinate optimized infrastructure, applications, and usage; resolution of issues; system implementation and change management, day-to-day functionality, risk, and system up-time, productivity

Operations Management: Facilities

Effectively plan and manage facilities and related services provided to all stakeholders
Buildings and facilities: ensure all departmental and site buildings and facilities (structural, moveable, large equipment, infrastructure) and services are running optimally, maintained, and responsive to the unit’s changing needs
Heat, Ventilation, and Air Conditioning (HVAC)
Power management including municipal, generator, UPS, and overall power infrastructure oversight
Plumbing and sanitation
Temperature monitoring systems (e.g. for laboratory and clinical samples)
Security: oversee security requirements including staffing, systems, trackers, access control and biometrics, CCTV, policies, and procedures
Logistics: ensure effective, cost-effective logistical support is provided to the unit. Provide oversight of logistics teams and fleet and support project requirements

Occupational Health & Safety

Provide oversight and effective coordination of OHS matters, policies, procedures, and committees as required by WHC and law to maintain a safe working environment
Report incidents and initiate actions and resolutions/projects as required with management and unit leadership, implementing relevant risk mitigation and business continuity measures e.g. through preventative maintenance
Manage employee perception in terms of management’s commitment to OHS and ensure business-wide compliance with legislation related to OHS

Budgeting, finance, and assets

Plan, develop and implement strategically aligned operational budgets to support all departmental and core service-related requirements and portfolios. Create or provide input as required into other departmental or project budgets
Ensure effective monitoring of budgets, expenditures, and key metrics, and regularly provide reports and insights including variance
Develop systems and reporting that inform financial performance, efficiencies, and decision-making
Effectively manage assets (i.e. building, vehicles, equipment); ensure optimal and cost-effective utilization
Insurance: Liaise with WHC and unit/study departments to ensure adequate and appropriate insurance is secured or in place, as needed, and manage insurance requirements for studies/departments/researchers

Compliance, systems, and risk

Draft, implement and regularly review Standard Operating Procedures and drive standardisation
Develop and implement best practice operational policies and procedures; drive effective operational management and administration systems including usage and reporting
Design an operational framework where systems, people, policies, and processes are accessible and enable users to deliver on performance outcomes; enable synergy between back-of-office functions and frontline services
Create new solutions to improve processes, operations, and practices
Business compliance: ensure administrative and operational compliance across departments including but not limited to procurement, stock, finance, and administration, and uphold all compliance standards per policies, SOPs, and legislation
Risk management and mitigation including disaster management, crisis communications, and business continuity management
Assist with compliance in business or donor reporting and preparation of quality or relevant operational reports; support and drive internal audit where risk may be identified
Evaluate business activities in terms of value-added impact and balance opportunities and risk

Business Insights and Strategic Operations Leadership

Drive a culture of monitoring business insights through key operational performance metrics and proposing long- and short-term data-driven solutions
Provide regular reporting and information/business insights relevant to unit or study-specific decision-making and management
Collaborate effectively and productively within Wits Health Consortium (other divisions and the Shared Services Centre/SSC) as well as at sites with stakeholders such as hospital management
Provide high-level financial, grant, human resources, and infrastructure planning recommendations in support of sustainable unit management, growth, and research management, and in order to mitigate risks across departments, projects and grants
Collaborate with the research administration function to provide access to relevant information and systems
Strategise, plan and implement special projects (eg. new buildings, shared facilities, study support)
Liaise with WHC (SSC) and support the unit implementation of the Service Level Agreement (including acting as a core business SSC liaison for legal, finance, insurance, HR, and other services as needed)
Assist with securing new business and grant applications (e.g. collate relevant information)
Collaborate with ExCO and Senior Management Team to set and drive company vision, operational strategy, hiring needs, and financial reports
Adopt a commercial and risk management-driven approach to the development of models for the organization operating in a complex environment. Initiate innovation and recognize opportunity
Set and track objectives, key performance areas, and indicators for the operations team
Implement new systems and oversee change management in line with the organization’s goals
Identify trends and formulate policies and procedures to address risks and/or shortcomings as identified
Identify operational weaknesses and develop strategies to address them with relevant role players
Investigate utilization of infrastructure, equipment, resources, and processes, ensuring efficiencies

Stakeholder Relations & Customer Service

Build and maintain authentic, professional relationships and communicate effectively and efficiently with all internal and external stakeholders (participants, community members, suppliers, collaborators, researchers, donors, etc.)
Train staff effectively; foster a practice of knowledge exchange and peer learning
Manage internal and external stakeholder expectations and communicate appropriately with initiative and solutions
Maintain a high standard of successful internal and external stakeholder relations (e.g. negotiations, building productive relationships)
Escalate issues appropriately, ensuring adequate discretion and risk management, and demonstrate integrated problem-solving
Effectively manage work processes, teams, and relationships in order to maintain high levels of productivity

Staff Management

Capacity development
Contribute towards the development of team/company knowledge by identifying relevant training needs and topics
Develop and deliver relevant training material and presentations and contribute to internal knowledge sharing in areas of expertise
Staff management
Lead cross-functional, multi-disciplinary teams to promote productivity within projects; effectively supervise and manage staff duties and targets and maintain sound labor relations
Work with management to empower and develop teams or individuals as skills needs or deficiencies are identified
Foster an environment that promotes talent recognition, development as well as agency and individual leadership; promote harmony, teamwork, and sharing of information
Mentor, coach and facilitate personal and professional staff development wherever possible
Ensure teams comply with policies, unit standards, and administrative and internal communications requirements; promote company policies, strategies, and values at all times
Manage staff effectively including performance, conduct, efficient working, processes, and corrective action as required
Demonstrative effective delegation and decision-making

Effective Self-Management and Performance Ownership

Take ownership and accountability for tasks & activities and demonstrate effective self-management
Actively and consistently maintain high standards of professionalism in all aspects of personal presentation and delivery
Apply knowledge of the organizational systems, structures, policies, and procedures to achieve results
Follow through to ensure that productivity standards are consistently and accurately maintained and provide appropriate resolution for challenges
Support and drive the organization’s core values
Maintain a positive attitude and respond openly to feedback
Take ownership of driving your own career development

Required minimum education and training:

Relevant Tertiary qualification (e.g. Bachelor’s Degree)
Post-graduate an advantage but not required (experience preferred)
Valid Driver’s license and the ability and availability to travel between sites and nationally/internationally essential

Required minimum work experience:

Minimum 5 years experience in coordination, project management, or operations management roles with at least 3 years of management experience, coordinating multiple operational projects, departments, teams, and sites
Demonstrable, relevant experience in research management and administration is crucial
Facilities and project oversight experience and willingness to take a hands-on approach
Strong information management, administration management, business insights, and reporting skills
Good Clinical Practice (GCP) knowledge (can obtain a certificate in the role) and knowledge of regulatory compliance and safety protocols
Computer literacy at an intermediate-advanced level including all MS Office applications; working command of business usage of Excel features is critical; co-working/sharing platforms and professional project management tools
Understanding of databases and Customer Management Systems, IT infrastructure, servers and data storage, connectivity, and telecommunications
Experience being involved in or leading change management and developing organizational processes and policies
Demonstrable internal communications, presentation, and leadership experience including troubleshooting and problem-solving at a technical and strategic level
Budgeting and operational financial reporting experience
Strong project coordination skills are a must

Desirable additional education, work experience, and personal abilities:

Experience in medical research and/or laboratory and clinical operations preferred (relevant technical/regulatory processes knowledge)
Experience with procurement and/or supply chain and stock systems
Ability to network and build relationships with key internal and external stakeholders, existing industry network
Assertive, confident, customer-service orientated, deadline-driven. Flexible and able to multitask
Output-driven with the ability to understand and navigate complex outcomes and process drivers

Demands of the job:

Demanding, dynamic, and culturally diverse environment
Weekend and evening availability required
Sometimes requires heavy lifting
Must have driver’s license and be willing/able to drive as needed
Ability to work independently and work as a part of a diverse and multi-disciplinary team

Communication and relationships:

Relationships with internal stakeholders such as departmental leads and external stakeholders (eg. suppliers) are critical
Must be a strong team player, hard-working, and able to lead small and large multi-site teams

TO APPLY:

Only if you do meet the minimum job requirements and experience as mentioned above, you may submit a detailed updated CV.
Please Apply Online.
Please take note that the applicants who do not adhere to the above criteria will not be considered for the respective position.
The closing date for all applications: 03 June 2024.
Note AJ Personnel is fully POPI compliant.
Note WHC, in accordance with their Employment Equity goals and plan, will give preference to suitable applicants from designated groups as defined in the Employment Equity Act 55 of 1998 and subsequent amendments thereto.

Please note:

AJ PERSONNEL is only responsible for the advertising of the advertisement on behalf of their client Wits Health Consortium.
Wits Health Consortium will only respond to shortlisted candidates.
Candidates who have not been contacted within two weeks of the closing date can consider their applications to be unsuccessful.
AJ Personnel does not have any salary or other information regarding the position.

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