Operations Manager (OM) in Birmingham

One Ummah

One Ummah is a faith based international relief and development organization, established with the hopes of bringing the world’s communities together and uniting against poverty. One Ummah has grown to be a key international relief and development agency working in over 15 countries worldwide on programmes such as Water & Sanitation, Food, Education, Orphans Support, Healthcare, Shelter, income generation and Emergency Disaster Relief.

Job Summary

The Operations Manager (OM) will have responsibility for the quality, consistency and overall functions of OUC’s operations. He/she will initiate, plan and manage the Operations team, contractors and general staff. Working in partnership with other teams and the CEO, this role will help maintain systems, processes and compliance, including compliance to the organisation’s Islamic culture. The role will require strategic input into the direction of the organisation and the Operations department, including IT, HR, Risks and Compliance. The post-holder will help to act as a senior project manager within the organisation.

Line Management Responsibilities

Direct staff including Compliance lead, IT Lead, HR lead and Islamic Compliance lead.

Key Relationships

CEO, Department Managers, Staff, external consultants, contractors and partners.

Scope & Authority

• Has significant influence in advancing the charity’s objectives and goals.


• Forms an integral part of the Executive Management Team


• Coordinates and manages the day‑to‑day activities of the Operations team


• Acts as a project manager for key projects, such as the implementation of the CRM and Gift Aid project


• Ensure OUC’s policies and procedures are followed and implemented across all departments.


• Manages and provides guidance on the organisation’s general compliance to statutory requirements


• Accountable for maintaining the company risk register


• Supports assessments and reviews of departmental and staff performances, individual targets, deadlines and KPI’s.

Key Accountabilities

LEADERSHIP & MANAGEMENT

• To provide organisational leadership, professionalism, motivation and guidance to ensure that the overall objectives of OUC are achieved.


• Lead the performance management process that measures and evaluates progress against goals for the organisation.


• Facilitate efficient and systematic communication and cooperation between all departments of OUC.


• Support the CEO in overseeing and managing OUC’s departmental work, tasks, progress and activities.

STRATEGY, PLANNING & DELIVERY

• Support implementation of the annual plans and strategies set by the CEO and board of trustees.


• Help implement a clear vision and strategy for the operations department


• Ensure all Operations department objectives, targets and goals are realised.


• Able to provide insight into trends and new applications that could benefit or hinder OUC.

STAFF MANAGEMENT

• Hold regular one-to-one meets with staff.


• Hold weekly departmental meetings to ensure the department remains on track.


• Regularly assess and appraise staff and team performance. Ensure regular feedback is given to relevant team members, issues and concerns highlighted and remedial action is agreed and implemented.


• Agree & monitor individual staff KPI’s.

COMPLIANCE

• Ensure all departments across OUC are legal and compliant with OUC’s policies and charity commission regulations.


• Ensure all risks are identified, recorded, managed and mitigated if and when necessary.


• Ensure all safeguarding procedures are in place and adhered to, including good recruitment practice.


• Ensure systems are in place to safeguard confidentiality and data protection.


• Ensure that effective management and accountability procedures are in place and followed, as well as the protocol and procedures set by One Ummah.


• To oversee any investigations or dealings with internal or external stakeholders e.g. CC investigations.

FINANCE

• Manage the Operation and IT contracts for services and subscriptions.


• Drive value for money in all Operation contract.


• Oversee Operations budget.

IT

• Act as a project manager for key organisational projects, particularly IT Projects.


• Manage the IT infrastructure of the organisation, including website, CRM, sharepoint and other applications.

HR

• Oversee and ensure all HR processes and systems are legal and compliant with OUC’s internal policies and are driving best-practice.

STAKEHOLDER MANAGEMENT

• Manage existing and, when needed, create new organisational and institutional partnerships.

FACILITIES MANAGEMENT

• Oversee and manage existing OUC offices and if necessary the opening of new offices.


• Manage, prepare, assess and review required reports for the CEO.

ISLAMIC COMPLIANCE

• Ensure and proactively promote and foster a culture in which Islamic principles, values and approaches which are adopted by OUC are consistently respected.

CEO AND SMT SUPPORT

• Provide a high degree of professionalism in supporting the CEO on a wide variety of complex issues relating to the charity’s activities.


• When and where necessary, represent the CEO at meetings internally and externally in the CEO’s absence.


• Assist the CEO in managing staff, contractors, departments, partners and service providers.


• Support the CEO in promoting OUC’s programmes to partners and external organisations.


• Attend SMT meetings to oversee major departmental decisions and other key strategic matters, as outlined above.


• Support SMT colleagues in resolving significant operational issues.


• Perform other related duties incidental to the work described herein. This requires a flexible approach to respond to any work requests from the CEO sometimes at short notice.


• Perform any other tasks related to OUC’s activities when requested by the CEO.

Person Specification - E = Essential D = Desirable

The ideal candidate will be able to demonstrate that they have the necessary management, administrative, professional, technical skills and experience.

Qualifications

• Valid UK Driving License (E)


• Qualified to at least a Bachelors level. Other qualifications will be considered.

Experience

• Minimum of 3 years’ experience in a management role (E)


• Excellent knowledge and sound understanding of the voluntary INGO sector.


• Proven experience working with Senior Executives. (D)


• Experience of working in the UK charity sector (E)


• Proven experience working on and ensuring good governance. (E)
  
• Educated to degree level, or to have equivalent relevant experience (E)

Knowledge And Skills

• High level of numeracy, literacy and IT skills, with knowledge of Microsoft Office, databases and internet. (E)


• Excellent interpersonal and communication skills (E)


• Knowledge of Islamic financial matters i.e. Zakat, Sadaqat, Waqf (D)


• Strong understanding of international development and humanitarian work (E)
  
• Strong IT management background. (D)


• High level of experience of staff management. (E)


• Budgeting and use of KPIs to monitor and manage performance. (E)


• Ability to guide staff development towards achieving key performance indicators and organisational strategy. (E)


• Well-developed interpersonal skills, with the ability to communicate effectively both verbally and in writing as well as build relationships with people of all backgrounds, levels and settings. (E)


• A willingness to work flexibly outside normal office hours. (E)


• Ability to follow and execute strategies in accordance to budgets. (E)


• Highly organised with ability to multi‑task and self‑manage, while dealing with a busy work schedule. (E)


• Excellent planning and organisational skills with the ability to prioritise and manage multiple projects with overlapping timescales. (E)

Commitment

• Commitment to One Ummah’s ethos, visions and values (E)


• Commitment to equality of opportunity and diversity (E).


• Hard working and self‑motivated (E).


• Understanding of the basic teachings and values of Islam (E)


• Commitment to community and social development values. (E)


• Commitment to One Ummah’s policies and procedures. (E)