Business Operations Support Officer

Roles and responsibilities

1. Operational Coordination

• Support Regional Operations: Assist in the day-to-day operations of the regional offices, ensuring that all processes run smoothly and according to company standards.
• Liaison Between Departments: Act as a bridge between various departments (e.g., operations, HR, logistics, finance) to ensure alignment on operational objectives and deadlines.
• Process Improvement: Identify opportunities for improving operational efficiency and recommend changes to streamline processes across regions.
• Regional Reporting: Prepare and maintain reports on operational performance, highlighting key metrics such as productivity, cost management, and service delivery.

2. Operational Support and Troubleshooting

• Issue Resolution: Act as the first point of contact for resolving any operational issues that may arise in the region, coordinating with relevant teams for timely solutions.
• Escalation Management: Escalate unresolved issues to senior management and follow up to ensure resolution.
• Equipment and Resource Management: Ensure the availability and proper use of operational tools, systems, and resources, coordinating with suppliers or service providers as needed.

3. Compliance and Standards Monitoring

• Policy Enforcement: Ensure that all regional operations adhere to company policies, industry regulations, and legal requirements.
• Quality Assurance: Monitor and ensure that operational activities meet quality standards. Conduct regular checks and audits of processes and systems in the region to ensure compliance with company standards.
• Safety and Security: Ensure that safety protocols and procedures are followed within the region to maintain a safe and secure working environment.

4. Data Analysis and Reporting

• Data Collection: Gather and analyze data related to regional operations, including performance metrics, customer feedback, and operational efficiency.
• Reporting and Documentation: Prepare periodic reports for regional management on operational performance, financial performance, and customer satisfaction.
• KPI Monitoring: Track key performance indicators (KPIs) and provide actionable insights for improving regional performance.

5. Training and Development Support

• Staff Training: Coordinate training programs for regional staff to ensure they are up-to-date with the latest operational processes, tools, and safety protocols.
• Onboarding New Staff: Assist with the onboarding of new employees, ensuring they are familiar with the operational processes and systems in the region.
• Skill Development: Support the development of regional teams by identifying skills gaps and helping to implement training initiatives.

6. Communication and Stakeholder Management

• Internal Communication: Ensure effective communication across the regional teams and departments, providing updates on operational issues, changes, and performance targets.
• Stakeholder Liaison: Liaise with external partners, suppliers, and service providers to ensure that regional operations are adequately supported.
• Conflict Resolution: Address any interpersonal or departmental conflicts that affect operational efficiency and escalate when necessary.

7. Logistics and Supply Chain Support

• Coordination with Logistics Teams: Work closely with the logistics and supply chain teams to ensure the smooth flow of goods, services, and information.
• Inventory Management: Assist with tracking and managing inventory levels, ensuring that regional offices are adequately stocked with necessary materials and supplies.
• Shipping and Distribution Support: Coordinate shipping and distribution activities, ensuring that operational timelines are met.

8. Project Support

• Project Management: Assist in managing regional projects, ensuring they are executed according to schedule, within budget, and in compliance with the company’s strategic objectives.
• Implementation Support: Support the rollout of new operational processes, systems, or technology across the region.
• Follow-up and Evaluation: After project implementation, follow up to ensure that the changes are effective and evaluate the overall success of the project.

9. Financial and Budget Support

• Budget Monitoring: Assist in monitoring and tracking the regional operational budget, ensuring adherence to financial guidelines.
• Cost Management: Identify opportunities for cost savings within regional operations and work with the finance team to implement cost-effective solutions.
• Expense Reporting: Prepare and manage reports on operational expenditures for review by regional managers and senior leadership.

Desired candidate profile

1. Educational Background

• Qualifications: A bachelor’s degree in Business Administration, Operations Management, Logistics, or a related field is typically required.
• Certifications: Additional certifications in project management (e.g., PMP), logistics, or operational excellence can be a plus.

2. Experience

• Work Experience: 3-5 years of experience in operations, logistics, or support roles, preferably within a regional or multi-site operational environment. Experience in industries like retail, logistics, manufacturing, or service industries is highly desirable.
• Industry-Specific Experience: Experience in the relevant industry (e.g., retail, manufacturing, FMCG, etc.) will provide an added advantage for understanding regional-specific challenges and operational requirements.

3. Key Skills and Competencies

• Operational Management: Strong understanding of regional operational processes and the ability to ensure smooth coordination and execution across different departments and teams.
• Communication Skills: Excellent written and verbal communication skills to liaise effectively with both internal stakeholders and external partners or vendors.
• Problem-Solving and Critical Thinking: Ability to quickly identify operational issues and implement effective solutions while maintaining a focus on long-term improvements.
• Project Management: Ability to assist in the planning and execution of projects, ensuring they meet objectives, timelines, and budgets.
• Logistics and Supply Chain Knowledge: Familiarity with logistics, inventory management, and supply chain processes to ensure timely and efficient operations.
• Compliance and Standards: Knowledge of regulatory requirements and company policies to ensure regional operations comply with all legal, safety, and organizational standards.
• Data Analysis and Reporting: Competency in analyzing operational data and preparing reports that provide insights into operational performance, efficiency, and cost-saving opportunities.
• Budgeting and Cost Control: Understanding of budgeting processes and cost management strategies to ensure efficient use of resources and meet financial objectives.