Program Operation Manager

Position: Program Operations Manager

Reports to: Board of Trustees

Department: Fundraising and Project Management

Type: Full-time and half-day positions

Location: Windhoek, Namibia

Position Overview:

An organisations Trust is seeking a dedicated and skilled professional to fill the position of Program Operations Manager which includes the roles of Fundraiser, Project Manager, Social Media marketer and Office Administrator. This position is critical for securing additional funds, expanding our network, and supporting the development of our various projects and services.

Key Responsibilities:

Fundraising:

• Develop and implement fundraising strategies to secure funds from various sources including grants, donations, and corporate sponsorships.
• Build and maintain relationships with potential donors and partners.
• Organize fundraising events and campaigns.

Project Management:

• Oversee the planning, implementation, and tracking of specific short-term and long-term projects.
• Coordinate with different stakeholders to ensure projects are delivered on time and within budget.
• Monitor project progress and provide regular updates to the board of trustees.

Office Administration:

• Manage daily office operations including correspondence, scheduling, and record keeping.
• Assist with financial administration including budgeting and expense tracking.
• Ensure compliance with relevant regulations and standards.
• Assist with marketing and social media monitoring/campaigns

Qualifications:

• Bachelors degree in Business Administration, Project Management, or related field.
• Proven experience in fundraising, project management, and office administration.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and project management software.

Salary ranges are based on the current market standards in Namibia for similar roles and consider the importance and breadth of responsibilities for this position.

Comprehensive Responsibility List (Coordinator - Fundraiser, Project Manager, and Office Administrator)

Fundraising Responsibilities:

Develop Fundraising Plans: Create comprehensive fundraising strategies that align with the organizations goals and objectives.

Grant Writing: Identify grant opportunities and write compelling grant proposals to secure funding.

Donor Relations: Build and maintain strong relationships with individual donors, corporate sponsors, and philanthropic foundations.

Fundraising Events: Plan, organize, and execute fundraising events and campaigns, ensuring they meet financial targets.

Donor Database Management: Maintain an accurate and up-to-date database of donors, track contributions, and manage donor communications.

Reporting: Prepare and present regular reports on fundraising activities, donor engagement, and financial outcomes to the board of trustees.

Project Management Responsibilities:

Project Planning: Develop detailed project plans outlining goals, timelines, resources, and budgets for various initiatives.

Coordination and Execution: Coordinate with team members, volunteers, and external partners to ensure projects are executed effectively.

Monitoring and Evaluation: Track project progress against objectives, identify any issues or risks, and implement corrective measures.

Budget Management: Monitor project budgets, ensuring expenditures are within the allocated funds and provide financial updates as needed.

Documentation: Maintain thorough documentation of all project-related activities, including plans, reports, and communications.

Stakeholder Engagement: Engage with stakeholders, including community members, partners, and beneficiaries, to ensure their needs and feedback are incorporated into projects.

Office Administration Responsibilities:

Daily Operations: Oversee the day-to-day administrative functions of the office, ensuring smooth operations.

Scheduling: Manage calendars, schedule meetings, and coordinate appointments for the executive team.

Correspondence: Handle incoming and outgoing communications, including emails, letters, and phone calls.

Record Keeping: Maintain organized and accurate records of all administrative activities, including meeting minutes, financial records, and legal documents.

Financial Administration: Assist with budget preparation, expense tracking, and financial reporting.

Compliance: Ensure the organization complies with all relevant laws, regulations, and standards.

Office Supplies: Manage inventory and procurement of office supplies and equipment.

Support Services: Provide administrative support to other team members as needed, including preparing documents, presentations, and reports.

Online Marketplace Management:

Trading Operations: Oversee and manage the trading operations of the online marketplace, ensuring smooth transactions and customer satisfaction.

Vendor Relations: Build and maintain relationships with vendors, ensuring a diverse and high-quality product offering.

Marketing: Develop and implement marketing strategies to promote the online marketplace and attract customers.

Performance Tracking: Monitor sales performance and customer feedback, adjusting as needed to improve the marketplace.

Content Publishing:

Content Creation: Publish and manage content on wiki, ensuring it is accurate, engaging, and up to date.

Collaboration: Work with experts and contributors to develop new content and update existing content.

Quality Control: Ensure all published content meets the organizations quality standards and aligns with its mission.

Co-op Administration:

Co-op Management: Administer the Co-op for organic producers, facilitating collaboration and resource sharing among members.

Member Support: Provide support to co-op members, addressing their needs and concerns.

Events and Training: Organize training sessions and events to enhance the skills and knowledge of co-op members.

Library and Publishing:

Library Management: Manage the Library, ensuring it is well-organized and accessible to the community.

Book Co-Editing: Co-edit coordinating with contributors and ensuring high-quality publication.

Event Organization:

Expo: Organize the annual Expo held in April, managing all aspects from planning to execution.

Vendor and Speaker Coordination: Coordinate with vendors, speakers, and participants to ensure a successful event.

Promotion: Develop and implement marketing strategies to promote the expo and attract attendees.

Accounting Assistance:

Financial Reporting: Assist with the preparation of financial statements and reports.

Expense Tracking: Monitor and track organizational expenses, ensuring accuracy and compliance.

Budget Assistance: Support the development and management of budgets for various projects and initiatives.

Marketing and Social Media Representation:

Marketing Campaigns: Develop and execute marketing campaigns to promote the Trusts projects and initiatives.

Social Media Management: Manage the organizations social media accounts, creating and posting content to engage with the community.

Brand Representation: Ensure consistent branding across all marketing and communication channels.

Content Creation: Create engaging and informative content for newsletters, social media, and other marketing materials.

And any related activities that might be needed from time to time to make the Trust and its components a huge success.

By incorporating these responsibilities, the role will encompass a broad range of essential functions, significantly contributing to the overall success and growth of the Trust.

ELITE ENCOURAGES YOU TO APPLY BY SUBMITTING YOUR DETAILED CV ON THIS CAREER PAGE. (SUPPORTING DOCUMENTS ARE NOT TO BE SUBMITTED AT THIS STAGE.)

Closing Date: 23rd August 2024

Only shortlisted candidates will be contacted.