Operations Coordinator

Job Description

Our client is an operational non profit organization with a mission to strengthen child protection and prevent child sexual abuse. They currently have an opening for an  Operations Coordinator.

As part of the Foundation’s effort to strengthen its internal structures and ensure sustainable excellence in operations, Our client seeks a dynamic and disciplined Operations Coordinator to work closely with the CEO Consultant and CEO , supporting the day-to-day management of all departments.

This role is designed as a transitional bridge — enabling the Operations Coordinator to learn and institutionalise best practices introduced by the CEO Consultant and ensure that high operational standards are maintained across the organization beyond the consultant’s tenure.

Purpose of the Role

To coordinate the daily administrative, operational, and programmatic functions of the Foundation; support cross-departmental communication; and ensure that systems and standards developed under the CEO Consultant’s guidance are effectively embedded, documented, and sustained.

The Operations Coordinator will serve as the execution arm of the CEO’s office , ensuring alignment, accountability, and operational consistency across all departments — Programs, Legal, Finance, Communications, M&E, and Administration .

Key Responsibilities

a. Operational Coordination

Support the CEO and CEO Consultant in coordinating and tracking day-to-day operations across all departments.

Maintain weekly operations dashboards summarising departmental progress, challenges, and follow-up actions.

Schedule, document, and follow through on decisions from management and departmental meetings.

Ensure timely internal reporting and alignment with established performance indicators.

b. Process & Systems Implementation

Assist in institutionalising operational frameworks, procedures, and workflows developed by the CEO Consultant.

Monitor compliance with administrative, HR, procurement, and financial policies.

Identify process gaps and recommend improvements for efficiency and accountability.

Maintain proper filing and knowledge management systems across departments.

c. Communication & Coordination

Serve as liaison between the CEO, CEO Consultant, and departmental heads, ensuring clarity of communication and timely execution of directives.

Manage internal correspondence and information flow to prevent duplication and delay.

Coordinate documentation of organizational policies and operational manuals.

d. Leadership Development & Continuity

Shadow the CEO Consultant to learn executive coordination, operational best practices, and performance management systems.

Gradually, assume ownership of operational oversight functions as the consultant’s tenure concludes.

Support the CEO in sustaining a culture of structure, accountability, and operational excellence.

e. Monitoring & Reporting

Track project implementation timelines and budget utilization in collaboration with the M&E and Finance units.

Prepare concise weekly and monthly reports summarising progress, bottlenecks, and resolutions.

Maintain a master's calendar of organizational activities, deadlines, and donor reporting timelines.

Qualifications & Experience

Bachelor’s degree in Business Administration, Management, Social Sciences, or related field ( Master’s degree preferred ).

Minimum of 5–7 years of experience in NGO operations, administration, or project coordination.

Proven track record in organizational systems management and cross-functional coordination.

Strong understanding of operational processes in non-profit or social service environments.

Excellent command of MS Office, Google Workspace, and digital project management tools (e.g., Asana, Trello, Monday.com).

Exceptional communication, documentation, and interpersonal skills.

Key Competencies

Highly organized, proactive, and detail-oriented.

Strong multi-tasking and time management abilities.

Analytical thinker with the ability to identify operational inefficiencies and recommend practical solutions.

Team-oriented with emotional intelligence and diplomacy.

High integrity, discretion, and respect for confidentiality in handling sensitive information.

Committed to the Foundation’s values of child protection, accountability, and service excellence.

Expected Outcomes (Within the First 12 Months)

Smooth coordination and documentation of all departmental activities under the CEO’s office.

Full adoption and enforcement of operational systems and best practices introduced by the CEO Consultant.

Improved internal communication and workflow efficiency across departments.

Established continuity in operational standards beyond the consultant’s tenure.

Personal Attributes

Calm under pressure and solution-oriented.

Strong sense of ownership and initiative.

Excellent follow-through — delivers on commitments consistently.

Open to mentorship and continuous learning.

Passionate about child protection and committed to our clients' mission.