Manager of Operations (MoO)

About the job:

The Manager of Operations (MoO) is responsible for effective and efficient management and control of all operational processes including the finance management in the country organisation. This includes Finance, HR, IT, Logistics and Security.

Responsibilities:

The Manager of Operations has been assigned with responsibility and holds delegated authority for:

Finance (50% of the total time)

• Contributing to the Country Strategy and Annual Plan, with a specific task in preparing the corresponding annual budget and financial sections;
• Develop and submit donor financial reports in compliance with donor agreements and reporting requirements.
• Prepare and process monthly salary allocations and allocate other support costs to projects in accordance with approved budgets and cost-sharing guidelines.
• Development of monthly and quarterly financial management information at country organisation and at programme organisation level;
• Preparation of country annual accounts, in accordance with relevant legislation and regulations;
• Monitoring finance compliance to internal and external (donor and government) rules and regulations;
• Preparing and processing the allocation of indirect costs to project budgets;
• Preparing monthly, quarterly and annual financial reports at country organisation and programme organisation level;
• Advises and supports the Country Director, Programme Managers, Office Manager and Manager of Program Quality in the development of budgets of funding proposals;
• Managing financial audits and responding to audit reports and implement the Audit recommendation.

Partners’ Financial Management

• Partner Capacity Enhancement (Finance): Strengthen partners' financial management capacity through training, coaching, mentoring, and ongoing technical support to ensure compliance with organizational, donor, and statutory financial requirements.
• Partner Financial Systems and Controls: Support partners in establishing and maintaining robust financial systems, internal controls, budgeting processes, and financial risk management practices.
• Partner Contract and Grant Management: Oversee financial aspects of partner agreements, grants, and contracts, ensuring compliance with funding requirements and agreed financial obligations.
• Financial Reporting Review: Review and analyze partner financial reports, budgets, forecasts, and supporting documentation to ensure accuracy, completeness, timeliness, and compliance with donor and organizational standards.
• Partner Monitoring and Compliance: Conduct regular financial monitoring visits and follow-up actions to assess compliance, identify capacity gaps, and implement corrective measures where necessary.
• Partner Assessments and Due Diligence: Participate in partner capacity assessments, financial due diligence reviews, and organizational audits, providing recommendations for risk mitigation and capacity development.
• Audit and Financial Issue Resolution: Support partners in responding to audit findings, financial reviews, and compliance concerns, ensuring timely implementation of corrective action plans.
• Stakeholder Collaboration: Work closely with program teams and partner organizations to promote effective financial stewardship, accountability, and sustainable financial management practices.

Logistics (20% of the total time)

• Implementation of IT policies and procedures in compliance with ZOA’s worldwide framework;
• Managing availability, continuity and security of appropriate IT facilities;
• Implementation of logistical policies and procedures in compliance with ZOA’s worldwide framework;
• Monitoring and evaluation of logistical policies and procedures.

Administration (15% of the total time)

• Maintaining country specific policies and procedures in the fields of Finance, HR management, Security, Logistics and procurement in compliance with ZOA global quality management framework and IT;
• Maintenance of country administrative manual (finance, HR, procurement) and ensuring compliance;
• Monitoring of and support on processes and procedures related to finance, HR management, security, logistics and procurement.

HR (5% of the total time)

• Translating ZOA’s worldwide HR policies and procedures into the local cultural setting and the implementation of HR policies and procedures;
• Monitoring HR compliance to internal and external (donor and government) rules and regulations;
• Advising and supporting the Country Director/Country Representative and Programme Managers in the development of HR components of funding proposals;
• Supervises staff recruitment processes;
• Supervision of annual and mid-year staff evaluations;
• Ensures that terms & conditions of employment comply with local legal requirements.
• Ensures gender sensitivity in staffing and policies.

Security (10% of the total time)

• Supporting the Country Director/Country Representative to enforce adherence to the security rules and instructions as described in the ZOA Security Handbook and the Local Security Plan;
• Supporting the Country Director/Country Representative that Local Security Plans are being developed and timely reviewed by the PGMs.
• Supporting the Country Director/Country Representative that all staff members attend a security training, receive a security briefing and all receive and understand the Local Security Plan;
• Supporting the Country Director/Country Representative in taking on other security responsibilities as requested by the Country Director/Country Representative (interagency networking, following up on security incident reports).

Leadership and management

• Member of the Country Management Team and the Local Crisis Team.
• Provides leadership to staff reporting to the Manager of Operations.
• Supervises and periodically appraises the performance of staff reporting to the Manager of Operations.

Authority

• The Manager of Operations is authorized and accountable within the framework and limits defined in:
  • The ‘Declaration of Authorization’ signed by the Country Director;
  • The ZOA Country Management Charter;
  • The agreed Country Strategy and Annual Plan;
  • ZOA’s quality management system;
  • The projects as approved by the
• In his/her performance and as a member of the Country Management Team, the Manager of Operations balances the interests of his/her department, the country organisation as a whole and of all stakeholders involved.
• The Manager of Operations is accountable to the Country Director/Country Representative of the programme country.

1. Contacts

External contacts

• Donors;
• Customs and other government departments;
• Banks and other financial service providers
• All suppliers;
• Customs and other government departments;
• Legal services.

Internal contacts

• ZOA Nigeria’s Departments’ Heads and Staff.
• ZOA NL.
• ZOA’s worldwide Finance and HR community.

2. Supervises

• Line manages country office administration staff (HR, logistics, finance, IT);
• Supervises technical performance of field-based finance officers.

Requirements:

1. Competencies

Knowledge & experience

• Bachelor’s degree in financial management or auditing, and knowledge of HR;
• ZOA’s finance practices;
• Command of English is essential, command of French is required in francophone countries;
• Preferably, some cross cultural experience in a development setting.

Skills

• Result-oriented approach;
• Takes initiative to improve processes and procedures;
• Knows how to prioritize;
• Alerts the Country Director and Director of Finance (HQ) when financial problems, issues or risks arise, including fraud;
• Analytical;
• Flexible conduct;
• Customer-friendly attitude;
• Accuracy;
• Initiative;
• Effective and appropriate communication.

2. Special requirements

• Up to 25% may be required for travel in country.

3. Special circumstances

• Some duty stations may not be suitable for families with children;
• Some duty stations may require R&R additional arrangements.

Salary and other terms of employment:

Negotiable