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Operations Manager

Location: Lusaka, Zambia

Start Date: Immediate

Contract: Long-term; 4-year programme

About Cities and Infrastructure for Growth Zambia (CIGZambia):

CIGZambia is a facility that provides high-quality independent technical advice and assistance to Zambian government bodies and private sector organisations engaged in projects/ programmes that help harness the potential of Zambia’s cities and towns to act as drivers for economic growth and job creation. CIGZambia is funded by the UK’s Department for International Development (DFID).

The overall programme objectives are:

Increasing urban productivity;

Improving inclusive access to urban economic infrastructure services

Increasing investment into urban economic infrastructure services; and,

Enhancing national and regional integration between cities.

About the Role:

CIGZambia is seeking a full-time, Lusaka-based Operations Manager to support the work of a flexible and demand-driven technical assistance programme in the area of improving access to urban infrastructure services.

Reporting to the Senior Programme Manager, the Operations Manager will be responsible for driving the work stream dedicated to the operations of the CIGZ programme and office(s) a critical role in meeting CIGZ objectives.

Key Responsibilities of the Operations Manager

  • Health and Safety
  • Finalize and ensure the Health and Safety Plan is up to date, relevant information is included, and CIGZambia staff are aware
  • Create Health & Safety procedures across the office and provide consequent training and implementation
  • Ensure a First Aid box is within the office and in each vehicle.
  • Ensure that contents are regularly updated, and staff are aware of the First Aid box locations and content
  • Ensure that at least three staff are trained in first aide.
  • Preferably at least one member is always on site
  • Ensure that our fire risk assessment is up to date with the City of Lusaka
  • Ensure that adequate arrangements are in place for Fire Drills/Testing and ensure that all fire alarms are properly functioning
  • Complete the Security Risk Assessment for the programme and ensure that it is up to date

HR Support:

  • Create and adhere to a procedure to track sick days, holidays, and travel days of staff (including consultants).
  • Collect information to forecast and update with actuals the forecast tool.
  • Maintain all personnel files for CIGZambia (employees, long term consultants and short term consultants)
  • Create and keep up to date the contact profile for each staff (for emergencies and requirements of team members getting in contact with staff) – both soft and hard copies
  • Primary individual responsible for facilitating the on boarding and off boarding staff members and consultants
  • Ensure that Medical insurance and life insurance coverage is up to date for staff and they have the relevant documents
  • Maintain a CIGZ Whatsapp alert list that is used in case of emergencies
  • Assist with HR processes as needed

Vehicle Control Measures:

  • Ensure that all vehicles are up to date on the following items: a) Road Tax, b) Insurance, c) Maintenance, d) Passenger policies – booking, riding, reporting issues, e) Fire Extinguishers, f) First aid boxes
  • Act as the direct line manager for drivers
  • Review drivers log books
  • Refuelling of the vehicles – accompany drives for refilling
  • Reconciliation of the TOM cards on each vehicle

Logistics Support:

  • Create and maintain a travel booking system
  • Coordinate all CIGZambia travel: Organise transport (to and from Zambian airports), accommodation, and flights for staff and consultants
  • Create Office Map to include nearest hospital and police station, to be given to new employees and consultants

Financial Support:

  • Custodian of Petty Cash Flow – perform monthly physical cash counts and reconciliations
  • Monthly budget forecast for CIGZambia
  • Support Senior Accountant where required
  • Compile invoices and support documentation to prepare payments
  • Support in compiling technical assistance budgets
  • Support in updating technical assistance budgets with actuals

Office Management Support:

  • Conduct Workstation Assessments; including regular updates to inventory
  • Owner and updater of the Fixed Asset Register
  • Ensure that the office has the following arrangements and procedures on the following: a) Cleaning, b) Building maintenance, c) Opening and closing times of the buildings, d) Building security, alarm system, and guards, e) Car parking & vehicle security
  • Ensure facilities for staff welfare to include toilets, fridges, kitchen, running water and drinking water – ability to make teas and coffees
  • Ensure appropriate measures are in place for a conducive working environment e.g. Air conditioning – Heating and cooling
  • Ensure that there is Building Insurance – contingency plans for burglary
  • Manage the Office Notice Boards for key information and contact

Vendor Support:

  • Ensure that all goods and services for the programme are procured and delivered on time
  • Ensure that all goods are procured with the appropriate procedures
  • Ensure that vendors are paid in a timely manner
  • Establish and maintain a database for the registration and maintenance of verified suppliers for CIGZambia – this includes due diligence checks (MK Denial and Google searches)

IT Operations Support:

  • Administrator of CIGZambia’s online email platform: a) Creation and Removal email accounts for CIGZambia, b) Assisting with password recovery, c) Act as liaison between Vodacom and CIGZambia
  • Point of contact for IT consultant: a) Ensure Networks & WIFI in place and working well, b) Ensure that backup system is in place and procedures are being followed accordingly, c) Ensure all IT equipment in office are working as they should

Procurement Support:

  • Issue RfPs and support bidder selection process
  • Participate in pre- and post-award phases of contracts such as contract administration, negotiations, compliance, procurement, major deliverables and drafts
  • Operate and supervise all project procurement processes

How to Apply

Please send your CV to the email below:

For CV to be considered, subject line in email must be completed as follows: Operations Manager – Candidate Last Name, First Name

Application deadline
9 Aug 15:00
Email applications to
admin@cigzambia.onmicrosoft.com
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