The Operations Assistant provides administrative and operational support to ensure the efficient day-to-day functioning of the organization's operations. The role involves coordinating operational activities, maintaining records, preparing reports, supporting process improvements, liaising with internal departments and external stakeholders, and ensuring compliance with organizational policies and procedures. The Operations Assistant plays a key role in improving operational efficiency, maintaining accurate documentation, and supporting the successful delivery of business objectives.
Key Responsibilities
- Provide administrative and operational support to the Operations Department.
- Coordinate daily operational activities and assist in the smooth execution of business processes.
- Maintain accurate operational records, databases, and documentation.
- Prepare daily, weekly, and monthly operational reports.
- Monitor operational workflows and identify opportunities for process improvements.
- Coordinate with procurement, logistics, finance, sales, human resources, and other departments to ensure seamless operations.
- Track inventory, supplies, and operational resources where applicable.
- Schedule meetings, prepare minutes, and follow up on action items.
- Assist in planning and coordinating operational projects and initiatives.
- Ensure compliance with company policies, procedures, and regulatory requirements.
- Support vendor, supplier, and customer communications related to operational activities.
- Handle operational inquiries and resolve routine issues in a timely manner.
- Assist with budgeting, expense tracking, and procurement documentation.
- Monitor service delivery standards and prepare performance reports.
- Support audits by maintaining accurate operational records and documentation.
- Perform any other operational duties assigned by management.
Education Profile
- Bachelor’s Degree in Business Administration, Operations Management, Supply Chain Management, Logistics, Commerce, Economics, Project Management, or a related field.
- A Master’s Degree in Business Administration (MBA), Operations Management, Supply Chain Management, or related discipline is an added advantage.
- Professional certifications are highly desirable, including:
- Certified in Project Management (PMP / PRINCE2 Foundation or Practitioner)
- Certified Supply Chain Professional (CSCP)
- Lean Six Sigma (Yellow Belt / Green Belt)
- Certified Business Operations Professional (CBOP)
- Procurement and Logistics certifications (CIPS or equivalent)
- ERP system certifications (SAP, Oracle, Microsoft Dynamics, or similar)
Experience
- Minimum of 5 years of progressive experience in operations, business administration, logistics coordination, supply chain support, or organizational process management.
- Proven experience supporting or leading day-to-day operational functions in a fast-paced corporate, manufacturing, logistics, retail, financial services, or NGO environment.
- Strong experience in coordinating cross-functional teams including finance, procurement, HR, sales, and logistics departments.
- Demonstrated experience in process improvement, operational efficiency initiatives, and workflow optimization.
- Hands-on experience preparing operational reports, dashboards, KPIs tracking, and management presentations.
- Experience in managing operational systems such as ERP, CRM, inventory management, or enterprise workflow systems.
- Proven ability to monitor service delivery standards and ensure compliance with internal policies and external regulations.
- Experience handling vendor management, procurement coordination, and service provider relationships.
- Strong background in data analysis, operational planning, and performance monitoring.
- Experience supporting audits, compliance checks, and internal control processes.
- Ability to work independently in managing multiple operational priorities and deadlines.
Key Performance Indicators (KPIs)
- Timeliness and accuracy of operational reports.
- Accuracy of operational records and documentation.
- Completion of assigned operational tasks within deadlines.
- Operational process efficiency improvements.
- Internal stakeholder satisfaction.
- Compliance with company policies and procedures.
- Accuracy of inventory and operational data (where applicable).
- Timely resolution of operational issues.
- Administrative support effectiveness.
- Contribution to departmental productivity and operational goals.
