Chief Office Manager

Job Description

(CEO Office, Strategy & Operations)

1. JOB PURPOSE

Under the general direction and authority of the Chief Executive Officer, the Chief Office Manager leads, coordinates, monitors and controls the Company’s operational and administrative activities. The role translates the CEO’s strategic direction into integrated corporate plans, departmental work programs, budgets and measurable performance targets; coordinates implementation across departments; and provides the CEO with reliable information, analysis and recommendations to support timely management decisions. The position promotes operational discipline, accountability, efficient resource utilization and achievement of the Company’s objectives.

2. KEY ACCOUNTABILITIES AND RESPONSIBILITIES

2.1 Corporate Strategy and Business Planning

• Support the CEO in developing, reviewing and communicating the Company’s strategic direction, business priorities and corporate objectives.
• Lead the coordination and consolidation of the annual corporate plan and budget, ensuring that departmental plans are aligned with approved strategic objectives.
• Coordinate half-yearly, quarterly and monthly planning and review cycles, translating annual objectives into clear milestones, deliverables, owners and timelines.
• Work with department managers to define operational priorities, resource requirements, implementation schedules and measurable performance targets.
• Monitor execution of approved plans, identify deviations and bottlenecks, recommend corrective actions and escalate material issues to the CEO.
• Facilitate periodic reviews of business opportunities, existing business performance and initiatives for acquiring or developing new business.

2.2 Company-Wide Operations and Departmental Coordination

• Coordinate, supervise and follow up the activities of the Company’s divisions, departments and support services in accordance with approved policies, plans and management directives.
• Ensure that department managers understand their objectives, responsibilities, reporting requirements and performance expectations.
• Promote effective coordination and information-sharing between departments and resolve cross-functional operational issues within delegated authority.
• Review departmental work programmes and progress reports; identify gaps, delays, duplication and resource constraints; and agree follow-up actions with responsible managers.
• Monitor the quality, timeliness and efficiency of operational and support services delivered to clients and internal stakeholders.
• Ensure that customer complaints and administrative problems are addressed promptly, consistently and in accordance with Company policies.

2.3 Performance Management, Monitoring and Reporting

• Establish, in consultation with the CEO and department managers, a practical corporate performance-management framework with departmental KPIs, targets, milestones and reporting responsibilities.
• Monitor departmental and overall Company performance against approved annual, half-yearly, quarterly and monthly plans and budgets.
• Maintain a consolidated performance tracker showing targets, actual results, variances, action owners, deadlines and implementation status.
• Review performance information for completeness, accuracy and consistency; challenge unexplained variances and request supporting explanations or recovery plans.
• Coordinate monthly, quarterly and semi-annual management review meetings and prepare consolidated reports, dashboards, minutes and action logs for the CEO.
• Follow up management decisions and CEO directives to ensure that agreed actions are completed on time; report overdue or unresolved matters.
• Coordinate periodic performance evaluations of departments and relevant subordinates and submit findings and recommendations to the CEO for review or approval.

2.4 Budgeting, Financial and Commercial Control

• Issue planning and budget-preparation instructions to budget centres and coordinate the preparation, review and consolidation of departmental budgets.
• Present the consolidated corporate budget and supporting assumptions to the CEO for review and approval, and communicate approved allocations to responsible budget centres.
• Monitor expenditure, commitments, collections and budget utilization against approved limits; investigate material variances and recommend corrective measures.
• Establish and monitor mechanisms to ensure that collections are made in accordance with contractual terms and approved collection procedures.
• Review financial and operational commitments, including deposits and investments, and submit recommendations to the CEO and relevant authorized functions.
• Authorize operational expense payments only within formally delegated limits, approved budgets, supporting documentation and Company procedures.
• Coordinate with Finance to ensure that financial reports and management information are timely, accurate and useful for decision-making.

2.5 Human Resources and Organizational Administration

• Coordinate with the HR function and department managers on manpower planning, recruitment requirements, employee deployment, training and development needs.
• Monitor the maintenance of accurate employee records, including employment status, performance, leave, attendance and turnover.
• Oversee the consistent implementation of approved HR policies, employee benefits and employment terms, in coordination with HR and in compliance with applicable law.
• Promote employee accountability, discipline, constructive labour relations and a performance-oriented work environment.
• Review organizational capacity and succession or capability gaps with relevant managers and recommend appropriate development or staffing actions.
• Coordinate administrative services, including office facilities, stationery and supplies, property and lease administration, and related service arrangements.

2.6 Assets, Facilities, Insurance and Risk Controls

• Ensure the effective utilization, safeguarding and proper maintenance of the Company’s physical assets, equipment, vehicles, stocks and facilities.
• Monitor the availability and distribution of office supplies and other administrative materials in line with operational requirements and approved budgets.
• Coordinate the timely maintenance and renewal of relevant insurance arrangements for Company vehicles, stocks and employee medical coverage, working with the responsible functions.
• Oversee administration of rented buildings and other leased properties, including lease documentation, renewals and timely rental arrangements, in accordance with Company procedures.
• Identify operational, administrative and control risks; ensure that issues are documented and addressed; and escalate significant exposures to the CEO.
• Promote compliance with Company policies, procedures, financial and HR manuals, contractual obligations and applicable laws and regulations.

2.7 CEO Support, Management Governance and Stakeholder Relations

• Provide the CEO with concise, timely and decision-oriented updates on corporate performance, operational matters, risks, priorities and matters requiring intervention.
• Prepare or coordinate management papers, operational documents, reports, presentations and recommendations for CEO review and approval.
• Maintain a systematic register of CEO instructions, management decisions and agreed actions, including responsible persons and due dates.
• Attend management meetings, coordinate agendas and supporting papers, record decisions and monitor completion of action items.
• In consultation with department managers, participate in meetings or visits with principal clients and business partners when required, and coordinate follow-up of agreed matters.
• Handle confidential Company information and sensitive management matters with discretion and ensure appropriate document control.

3. PLANNING AND MANAGEMENT REVIEW CYCLE

• Annual: Coordinate corporate strategy implementation priorities, departmental business plans, annual targets, manpower requirements and consolidated budget preparation.
• Half-yearly: Lead a formal review of progress against annual objectives, budget utilization, KPI results, risks and revised priorities; recommend corrective or revised plans.
• Quarterly: Coordinate departmental performance reviews, assess delivery against milestones and targets, review budget variances and agree documented corrective actions.
• Monthly: Consolidate departmental operational reports and KPI results, review key issues and overdue actions, and submit a management performance report to the CEO.
• Weekly / as required: Follow up critical operational priorities, urgent CEO directives, major customer issues and time-sensitive decisions.

Minimum requirements

• Bachelor's Degree in Business Administration, Business Management, Management, Accounting and Finance, Economics, or a closely related discipline from a recognized university.
• Master's Degree in Business Administration (MBA), Strategic Management, Business Management, Finance or a related field is strongly preferred.

Additional professional qualifications – an advantage

• Project Management Professional (PMP) or equivalent project management certification.
• Certified Management Accountant (CMA), ACCA or equivalent finance qualification.
• Professional certification in Strategic Management, Operations Management or Performance Management.
• Training in Business Intelligence, ERP systems and data-driven management reporting.

Academic level                            Minimum relevant experience

• Master's Degree                            10 years
• Bachelor's Degree                     12–15 years

Experience should include:

• At least 5 years in a senior management, operations management or corporate administration role.
• Proven experience coordinating and supervising multiple departments.
• Experience developing and implementing annual, half-yearly and quarterly business plans.
• Strong experience in budgeting, budget monitoring and resource allocation.
• Demonstrated experience establishing KPIs and monitoring departmental performance.
• Experience preparing management reports, dashboards and executive presentations.
• Experience coordinating department Managers and following up management decisions.
• Experience in organizational development, process improvement and internal control systems.

Leadership and personal competencies

The successful candidate should demonstrate:

• Strategic thinking and business leadership.
• Strong decision-making and problem-solving capabilities.
• Excellent communication and negotiation skills.
• Ability to influence and hold senior managers accountable.
• Strong financial and commercial awareness.
• High integrity, confidentiality and professional ethics.
• Excellent planning, coordination and time-management skills.
• Ability to work independently and under pressure.

Interested and qualified candidates can apply using the email bnegash@beinfosys.com (only by this email)