OPERATIONS COORDINATOR ( JHB )

Location: Johannesburg, Northcliff, South Africa
Date Posted: 04-05-2018

Our Client is a young, dynamic and expanding organisation operating in the field of
supplementary education. To date, Their core focus has been on the development of
learners in Grades 10 – 12 and the professional development of high school teachers,
primarily from disadvantaged communities across South Africa.

About the position
Our Client has a position available to appoint an Operations Coordinator, structured as a full-time
contract for 6 months from June to November 2018, after which strong potential
exists for the appointment to be made on a permanent basis. Detail around the structure
of the appointment is flexible and can be negotiated with potential candidates.

Reporting Structure
Reports to Head: Operations

Job Purpose
To plan, coordinate execution and monitor the effective delivery of programmes
within approved budgets and programme delivery timelines, ensuring the highest
standards of delivery and meeting contracted deliverables.

Key Responsibilities
Operational planning
• Planning all administrative and logistical detail prior to programme implementation
• On-going planning of administrative and logistical detail during programme delivery
and making recommendations for changes as the need arises
• With the Head: Operations, planning for all material and people required for
programme delivery
• Ensuring admin systems and processes are in place for effective programme delivery
and reporting, and that such systems are adhered to.
Stakeholder relationships
• Being the primary contact person with beneficiaries on programmes
• Ensuring the effective on-boarding of beneficiaries
• On-going communication with beneficiaries, to ensure good participation in
programme activities
• Being the primary contact person regarding programme detail, with stakeholders
within company
• Escalation of challenges encountered, or issues raised by stakeholders, for attention
Data management and analysis
• Ensuring data management systems and processes are in place for effective
programme delivery and reporting
• Ensuring the accuracy and ongoing availability of up-to-date data
• Escalation of any negative trends identified, for attention
Trainer & mentor co-ordination
• Ongoing communication with trainers and mentors prior to and after contact
sessions, ensuring attendance and quality delivery
• Ensuring the accuracy of trainer and mentor placement schedules
• Ensuring receipt of trainer and mentor feedback reports and responding to challenges
encountered and recommendations made
People management
• Providing leadership to a team of operations admin assistants by providing effective
structure and processes to follow
• Ensuring accuracy and the meeting of deadlines by monitoring the output of the
operations admin assistant team and quality assurance of their work
• Motivating a team spirit in the operations department
Relationships
Various internal and external stakeholders
Subordinates
Operations Administrative Assistants (up to 3 staff members)

Competencies Required
Qualifications
Business/Project management qualification, or other relevant qualification
Knowledge
Knowledge of operations practices and procedures – project management experience an
advantage
Knowledge of administrative procedures and systems such as filing, record keeping, data
capturing, including electronic document systems
Knowledge of good database management principles
Knowledge of data analysis tools and practices

Experience
At least 4 years’ experience in a project management and/or similar environment, with
experience in managing a small team
Data management and analysis experience

Technical Competencies
Intermediate level computer skills and knowledge of relevant software including Microsoft
Office
Advanced Excel and data analysis skills

Personal Competencies
Have a solid work ethic and task and results driven
Be self-motivated and have a positive attitude
Be dependable and operate from a base of honesty and integrity
Tsebo Education Network
Be systematic in approach to the effective planning and execution of tasks
Be able to manage checklists
Be able to deliver on deadlines
Be focused on strong attention to detail, accuracy and quality outputs
Have good problem assessment and problem-solving skills
Be able to perform under pressure
Have excellent written and verbal communication skills
Have the ability to work with various levels of stakeholders and build good relationships
Have good team leadership skills and the ability to mobilise team to deliver quality output,
within tight deadlines
Be flexible and adaptable
Be accessible to all stakeholders

Working Conditions
Based at  offices, Randburg
Able to work flexible hours, including overtime, when necessary to meet deadlines
Able to work on weekends, when programme activities require it
Available and accessible via email and telephone during times of programme delivery,
also outside of regular office hours
Be able and available to travel when required
Have a valid driver’s license

Position
Contract period 6 Months, from May/June 2018
Remuneration Up to R 22 000 per month, total cost to
company, depending on qualifications and
work experience
 
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