Role Profile
Manage overall operations and is responsible for the effective and successful management of labor, productivity, quality control, and safety measures as established and set for the Operations Department. The experienced operations manager will ensure safe and efficient operations. Serve as a company representative on regulatory issues. Enhance the operational procedure, systems, and principles in the areas of information flow and management, business processes, enhanced management reporting, and look for opportunities to expand systems. Carry out supervisory responsibilities in accordance with company’s policies and applicable laws.
MAIN ACTIVITIES OF THIS ROLE:
- Financial Management
- Develop and maintain financial accounting processes and procedures
- Implement and maintain sound internal controls
- Oversee the management accounting and internal control processes and procedures
- Identify financial accounting risks and develop and implement mitigating strategies
- Attend to audit queries
- Budgeting
- Establish and maintain a budgeting system and assist with setting up the planning parameters
- Manage and control the annual planning and budgeting process
- Prepare the budget
- Interface and train users regularly regarding budget control and variance reports
- Financial administration
- Credit Control
- Payables and Receivables Management
- Prepare statutory returns (i.e. VAT, PAYE, SDL and RSC)
- Verify the General Ledger, accruals and control accounts
- Review local reconciliations before payments can be made
- Review Creditors on a monthly basis
- Prepare journal file and financial month-end pack
- Verify and authorise Forex differences
- Review alignment of contractual payment conditions with budgets and forecasts
- Control commitments against budget
- Manage cost control workflow
- Ensure that work measurements are correctly accrued and accredited
- Financial reporting
- Report on all cost activities (e.g. budget, forecasts) and on work in progress in line with company policies, legislation and GAAP
- Report on variances between budgets, commitments and expenditure
- Assist with refining and enhancing financial reporting for the organisation
- Leadership
- Manage the designated area within time and budget
- Plan, select, develop and maintain suitable manpower capabilities for area of responsibility
- Supervise, develop, lead and maintain a motivated and high-performance team
- Identify and timeously address problems and opportunities
- Provide direction in respect of decision making
- Facilitate and resolve conflicting issues or requirements
- Ensure compliance with relevant legal and statutory requirements and internationally
- accepted environmental, health, safety and quality standards
- Operations
- To run the day-to-day office operations functions of the company
- Giving daily reports on Sales for the previous day
- Review and approve all operational invoices and ensure they are submitted for payment
- Communicate customer issues with Technical Team operations team and devise ways of Improving the customer experience, including resolving problems and complaints
- Serve as primary point of contact when there are customer issues related to equipment quality, customer service, or accidents and mishaps on-site. In particular, this includes any issues on-site at client facilities, such as breaking a fence or tape residue on flooring
- Responsible for all aspects of vehicle and heavy equipment rentals
- Review new orders/projects and verify them before dispatch/Implementation
- Digital marketing through creating, posting, or updating content, monitoring or handling social interactions and campaigns
- Support Content Marketing through Blogs, Videos, Photos, and Social posts like Google and FB
- Driving brand visibility by targeting the right market through ads and content
- Customer enquiries and social market engagement
- Establish contracts and pricing and ensuring proper maintenance and serving as primary liaison with utilities and local government agencies, such as fire, police, health, and safety agencies
- To be the point of contact person, both internally and externally and maintain the company’s contact lists
- Develop operations systems by determining product handling and storage requirements; develop, implement, enforce, and evaluate policies and procedures; develop processes for receiving product, equipment utilization, inventory management, and shipping
- Analyze and improve organizational process and workflow, employee and space requirements, and equipment layout; implement changes, Maintain safe and healthy work environment by establishing, following, and enforcing standards and procedures; complying with legal regulations
- Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations
- Accomplish operations and organization mission by completing related results as needed
- Manage staff levels, wages, hours, contract labor to revenues
- Responsible for all department managers and supervisors, with review/approval responsibility for all operations employees
Finance
- Maintains all accounts payable reports, spreadsheets and accounts payable files.
- Enter and upload invoices into the system
- KRA Returns
- Meet or exceed operations labour budget expectations
- Set all invoices for payment and monitor accounts to ensure payments are update.
- Research and resolve invoice discrepancies and issues
- In liaison with the manager producing monthly reports accordingly.
- Providing Supporting documentation for Audits.
- Track vendor pricing, rebates, and service levels
QUALIFICATIONS
- A bachelor’s degree in accounting, finance, business administration, economics, or a related field is generally required.
- At least 2-5 years of experience in accounting, finance, or a related field is typically required. Experience should include budgeting, financial analysis, and financial reporting.
- Strong analytical and problem-solving abilities.
- Ability to communicate financial information clearly to non-financial managers and stakeholders.
- Proficiency in accounting software (e.g., Sage, SAP, Oracle, QuickBooks) and Microsoft Excel.
- Understanding of business operations and strategic planning.
- Strong understanding of ethical considerations in accounting and finance.
Interested candidates can send their application to vacancies@peoplefoco.co.ke by 31st August 2024