Operations Manager

Job Title: Operations Manager

Job Purpose:

The Operations Manager leads the operations team, responsible for providing comprehensive support in areas not directly related to instruction or student behavior. The goal is to relieve the Principal and instructional leaders of non-instructional obligations, enabling them to focus almost exclusively student achievement and the professional development of teaching staff.

Accountable to: Head of Administration and HR

Key Relationships: Head of Administration and HR, Head of Early Years, Head of Primary, School Director, School Chef, School Accountant, department heads, Cleaning and Security supervisors.

Leadership and Management:

Provide professional leadership and management to support staff.

Collaborate closely with the Head of HR and Administration and School Director.

Enhance effectiveness of support and teaching staff.

Line manage Support staff, facilities staff, Reception staff, Consultants, the Health and Safety Team, and Catering team.

Ensure coordination and efficiency among catering, cleaning, facilities  and other support services departments.

Manage budgeting, forecasting, and planning for maintenance, staffing, and projects.

Establish an operating structure focused on service excellence and value for money.

Supervise diverse team members in operations.

Serve on the school leadership team.

Daily Operations and Customer Service:

Promote highest standards of business ethos in administrative function.

Utilize resources effectively to support learning objectives.

Contribute to overall success and attainment of educational goals.

Oversee day-to-day operations of the school.

Deliver high-quality services in operational areas.

Gather and analyze school data.

Ensure availability of necessary materials for students.

Manage campus preparations for each school year.

Coordinate custodial services, security, and food and transportation services.

Supervise staff and support teaching, learning, and school culture.

Facility, Property, and Domestic Services Management:

Ensure compliance with health and safety regulations.

Collaborate with the facilities and operations team for effective workload management and a safe school environment.

Manage planning, design, and involvement of external contractors for building works and renovations.

Supervise security services, maintenance activities, and building projects.

Maintain custodial services and cleaning equipment.

Manage maintenance and repair of domestic equipment, furniture, and furnishings.

Implement quality control measures for cleaning services.

Finance, Budgeting, and Income Generation:

Contribute to drafting a detailed budget for the school.

Support performance and value for money.

Identify budget variances, risks, and fraudulent activities.

Maximize income from facility lettings and external services.

Present proposals for development projects.

Support implementation of financial decisions.

Catering:

Ensure provision of first-class catering service adhering to best practices and regulations.

Review budgets and unit costs while maintaining quality standards.

Create a secure environment and support students with special needs.

Oversee food and beverage service and supervise Head of Kitchen.

Collaborate with Head of HR and Admin and School Accountant for budget management.

Transport, Ancillary Commercial Activities and Events:

Manage efficient use of transport budget and compliance with regulations.

Coordinate and manage school events, rentals, and associated services.

Maximize revenue from facility rentals and explore additional services.

Monitor and manage ancillary services.

Oversee transportation services and promote satisfaction.

Collaborate with Head of Finance and Head of School for transportation budget management.

Health & Safety:

Conduct safety and security audits, risk assessments, and ensure compliance.

Develop and update Emergency Operations Plan.

Establish and lead a Health and Safety Team.

Maintain Fire Evacuation Plan and conduct fire safety training and drills.

Act as Health & Safety Coordinator and Fire Officer.

Implement and review school's health and safety policy.

Identify hazards, conduct risk assessments, and report issues.

Ensure communication and consultation on health and safety matters.

Other Requirements:

Adhere to organizational expectations and maintain professional conduct.

Cooperate with staff and maintain harmonious relationships.

Treat others with respect and courtesy.

Maintain confidentiality.

Participate in supervision sessions and appraisals.

Skills and Characteristics:

Belief in the school's mission and educational model.

Strong financial and budgetary tracking skills.

Autonomy, collaboration, and responsiveness.

Attention to detail, strategic thinking, and problem-solving.

Flexibility, multitasking, and adaptability.

Resourcefulness in setting priorities and making investments.

Maturity, humility, strong work ethic, sense of humor, and proactive approach.

Oriented towards making decisions in the best interests of students.

Goal-driven, accountable, and reliable.

Strong attention to detail and follow-through.

Humility, self-awareness, integrity, enthusiasm, persistence, flexibility, and constant learning.

Proactive and creative problem-solver.

Ability to analyze and recommend solutions.

Ability to work well with staff, students, parents, and the community.

Educational Background and Work Experience:

Bachelor's degree from an accredited 4-year institution; Master's degree preferred.

Minimum 3 years of operations management experience in a fast-paced, entrepreneurial environment.

Experience managing cross-functional teams and implementing systems and processes.

Track record of successfully managing complex operations.

Experience in managing and developing staff.

Excellent command of English, French, and Kinyarwanda.

Facilities management experience.

Technology skills 

Ability to learn new information management systems.

Terms and Conditions:

Working hours: Normally 40 hours per week, additional hours may be required.

Application deadline: July 15th, 2023, 11:00 am.