JOB PROFILE POSITION DESCRIPTION Position Title
Chief Operations Officer (COO) The position is responsible for the planning and management of the implementation of programmes
Purpose
and services by the NDA’s provincial and district offices thereby ensuring the accomplishment of the NDA’s goals and objectives as outlined in its performance plans.
This position also facilitate resource mobilisation as well as effective and efficient delivery of NDA programmes and services.
Directorate Office of the COO Peromnes Grade 4 Reports To CEO
Number of Direct Reports
1.
Senior Manager: Programme Management
2.
Senior Manager: Provincial Office Management
3.
Senior Manager: Monitoring, Evaluation, Reporting and Learning
4.
Provincial Managers X 9
5.
Executive Assistant
POSITION REQUIREMENTS Minimum Qualification
An appropriate Bachelor’s degree in Development Studies or Management or Business Administration or Humanities or equivalent relevant qualification.
An appropriate Post-
graduate qualification in the afore-mentioned field, would be an added advantage.
Essential Experience
Minimum of 8 years relevant senior management experience
Experience in the public service sector
Extensive experience in strategic planning and execution
Experience in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures
Job Profile – Chief Operations Officer
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Knowledge
Skills & Abilities
Knowledge of the relevant Public Service regulatory legislations and social objectives.
Knowledge of employment, procurement and occupational health and safety regulations
Familiarity with system/process documentation and business processes
Knowledge of managing operations
Strategic leadership
Operations management
Political savvy
Service motivation
Creativity & innovation
Strong administration skills
Managerial, financial and organisational skills
Exceptional relationship and communication skills – written, verbal presentations all levels
Deadline orientation
Motivational Skills
Ability to handle pressure
MAIN AREAS OF RESPONSIBILITY Leadership
Participate with the EXCO team in developing a vision and strategic plan to guide the organisation
Identify, assess and inform EXCO corporate services issues that affect the organisation
Foster effective teamwork among the staff in the NDA as well as between the Office of the COO and other directorates.
Operations planning and management
Implement organisational strategy and organise in support of the strategy
Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the organisation
Oversee business operations of Provincial Offices to ensure that the organisation operates efficiently and effectively and meets the expectations of its Principals, Board and funders
Review operational plan and actively reports on performance co-ordinate adjustments to accommodate macro/micro changes and trends
Ensure the establishment and institutionalisation of the appropriate organisational knowledge and information management capacity for all Provincial Managers
Ensure the development, implementation and co-ordination of all plans, policies, practices and procedures in relation to the development programmes in the provinces.
Manage the annual performance plans and deliverables of all provincial offices.
Manage the Provincial Managers’ development functions/disciplines in line with NDA relevant policies and procedures
Oversee the monitoring and evaluation of NDA Development performance in provinces and take the necessary corrective action in cases of deviations from policies and procedure
Ensure the appropriate management of NDA developmental activity in relation to funding, capacity building and relationship building.
Provide oversight for all programme operations in the Province
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Liaise with other Directorates as appropriate to facilitate effective and efficient operations within provincial offices
Monitor and report on Programme performance within assigned area and implement improvements in operational processes and procedures
Ensure the management and implementation of research and information gathering, and dissemination thereof including the institutionalisation of research capacity within the organisation.
Monitor the Directorate’s performance against performance goals to ensure that progress is being made and corrective action, if necessary, is taken
Regularly report to the CEO on all the areas of responsibility as well as consolidate organisational performance reporting.
Financial Planning, Management and Administration
Determine with the CFO resource allocation for the Directorates in terms of operational allocation in accordance with NDA business model requirements
Ensure timely submission of budgeting proposals of reporting functions for submission to the NDA Board and the Treasury on or before the prescribed dates
Risk Management
Prepare and monitor the budget for the Office of the COO
Institutionalise in conjunction with the Risk Manager the principle and application of risk management throughout the NDA operations in particular the funding and projects environment
Identify and evaluate the risks to the organisation's internal and external stakeholders and partners, assets, finances, goodwill, and image and implement measures to control risks
Ensure overall management of all legislative compliance in relation to reporting functions
Ensure appropriate integrate NDA risk management strategy within the NDA operations in particular R & I and Partner Development Management
Ensure appropriate management and mitigation of risks in the operations of reporting Directorates
Ensure management of the improvement of operational controls as reported on by Internal Audit
Resolve audit queries and complete risk management reports as appropriate for identified assigned region
Reporting
Draft and submit quarterly performance reports to the CEO
Collate annual performance report for the NDA to the Board and DSD on behalf of the CEO
Oversee the Quarterly Review reporting and analysis process in relation to the work of the Provincial Managers.
Human Resources Management
Develop adequate levels of Provincial staff resources as defined by the NDA guidelines
Guide, lead and direct NDA Provincial Staff in the designated District so that they are able to achieve the objectives set for them.
Monitor and management staff performance in compliance with the NDA Performance Management policy and processes
Identify staff training and development needs and ensure that they are addressed and implemented
Practice sound labour relations within the approved conditions of service with regard to NDA provincial staff
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Promote and maintain a positive working relationship between the provincial programme staff and the entire NDA
Communicate with Human Resources and / or other Directorates as appropriate regarding human resources and internal communications
Ensure the development and consistent implementation of human resources strategies, policies and practices in relation to employment, placement, orientation, remuneration and benefits, training, organisational development, employee/labour relations and employee relations.
Partnership / Stakeholder management / Community Relations / Advocacy
Leverage resources for poverty eradication
Develop and facilitate process for partnership at provincial level
Develop and maintain relationships with project partners, NDA donors, provincial government departments, local government and civil society organisations
Participate in community planning and participating policy initiatives
Promote dialogue on poverty eradication initiatives
Organise forums to discuss and suggest relevant poverty policy alternatives particularly at community and provincial level
Identify strategic policy issues for discussion and debate with key NDA stakeholders
Compile, document and disseminate information on poverty alleviation policy initiatives
KEY RELATIONSHIP INTERFACES Internal Relationships - other than reporting lines
External Relationships (With Local/Provincial structures
(manager and subordinates). *
and other key parties, specify)
Office of the CEO
Ministry of Social Development
EXCO and other CEO’s Committees
National Treasury
NDA Board
Government Departments and Agencies
Development Management and Research Directorate
CSI Departments
Corporate Services Directorate
Donor Organisations
Office of the CFO
CSO Networks
Signed by:
Authorised by:
(Job Holder) Date:
Job Profile – Chief Operations Officer
Date:
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