Torchora
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Job Specification | Management Officer

💰 $65,000 - $95,000 Annually

OperationsBusiness ManagementAdministrationProject Coordination

🎯 Role Definition

The Management Officer is a pivotal role, serving as the central hub for a department or business unit's operational, administrative, and strategic activities. This individual acts as a key partner to leadership, translating high-level goals into tangible, day-to-day actions. The position demands a unique blend of strategic thinking, project management discipline, and hands-on execution. A successful Management Officer ensures that processes run smoothly, resources are optimized, and communication flows effectively across all levels of the organization, ultimately enabling the team to meet its objectives with precision and efficiency.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Administrative Assistant / Executive Assistant
  • Project Coordinator
  • Operations Analyst
  • Office Manager

Advancement To:

  • Operations Manager
  • Senior Project Manager
  • Chief of Staff
  • Business Unit Director

Lateral Moves:

  • Business Analyst
  • Compliance Officer
  • HR Business Partner

Core Responsibilities

Primary Functions

  • Oversee and direct the daily administrative and operational functions of the department, ensuring seamless workflow and adherence to organizational standards.
  • Develop, implement, and continuously refine operational systems, processes, and policies to enhance efficiency, productivity, and scalability.
  • Prepare, manage, and meticulously track departmental budgets, conducting variance analysis and generating detailed financial reports and forecasts for senior leadership.
  • Act as the primary liaison between senior management, employees, and external partners, facilitating clear, consistent, and transparent communication across all channels.
  • Lead and coordinate critical cross-functional projects from conception through completion, defining project scope, milestones, resource allocation, and success metrics.
  • Analyze operational performance data and key metrics to identify trends, uncover actionable insights, and recommend strategic improvements to drive business objectives.
  • Manage the full lifecycle of procurement and vendor relationships, from initial selection and contract negotiation to performance monitoring and issue resolution.
  • Facilitate high-stakes meetings by preparing comprehensive agendas, capturing precise minutes and action items, and driving follow-up to ensure accountability and progress.
  • Champion change management efforts by communicating the rationale for new initiatives, providing support during transitions, and ensuring staff buy-in for new systems or processes.
  • Conduct thorough risk assessments for departmental operations and projects, developing and implementing robust mitigation strategies to ensure business continuity.
  • Prepare and deliver compelling presentations, executive summaries, and in-depth reports on operational performance, project status, and strategic initiatives for executive review.
  • Manage the strategic allocation and utilization of departmental resources, including personnel, technology, and facilities, to maximize effectiveness and return on investment.
  • Serve as the gatekeeper for highly sensitive and confidential information, exercising exceptional discretion to support executive-level decision-making.
  • Mentor, guide, and potentially supervise junior administrative or operational staff, fostering a collaborative and high-performance team culture.

Secondary Functions

  • Support ad-hoc data requests and conduct exploratory data analysis to answer pressing business questions and inform immediate decisions.
  • Contribute to the long-term vision by participating in the development of the organization's data and operational strategy roadmap.
  • Collaborate with various business units and technical teams to translate high-level business needs into detailed engineering and system requirements.
  • Participate actively in sprint planning, daily stand-ups, and other agile ceremonies to ensure alignment and progress within the data and operations teams.
  • Represent the department in cross-organizational committees and task forces, providing valuable input and ensuring departmental interests are considered.
  • Assist the Human Resources department with the onboarding and integration of new team members, ensuring a smooth and welcoming experience.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced MS Office Suite Proficiency: Expert-level ability in Excel (pivot tables, VLOOKUPs, financial modeling), PowerPoint (executive presentations), and Word.
  • Project Management Software: Hands-on experience with tools like Asana, Jira, Trello, or MS Project to manage timelines, resources, and deliverables.
  • Budgeting and Financial Acumen: Strong capability in creating and managing budgets, financial forecasting, and analyzing financial reports.
  • Data Analysis and Reporting: Ability to analyze datasets, identify trends, and create insightful reports using tools that may include Tableau or Power BI.
  • Process Mapping & Optimization: Experience using tools like Visio or Lucidchart to document and improve business workflows and standard operating procedures (SOPs).
  • Vendor & Contract Management: Demonstrable skill in negotiating contracts, managing vendor relationships, and ensuring compliance with service level agreements.

Soft Skills

  • Exceptional Organization and Time Management: A natural ability to multitask, prioritize competing demands, and manage complex calendars and deadlines without sacrificing quality.
  • Superior Communication: The ability to articulate complex ideas clearly and concisely, both in writing and verbally, to diverse audiences from junior staff to senior executives.
  • Stakeholder Engagement: Proven talent for building and maintaining strong, collaborative relationships with internal and external stakeholders based on trust and mutual respect.
  • Astute Problem-Solving & Critical Thinking: A proactive approach to identifying challenges, analyzing root causes, and developing creative, practical, and sustainable solutions.
  • Discretion and Confidentiality: Unquestionable integrity and the ability to handle sensitive business and personnel information with the highest level of professionalism.
  • Adaptability and Resilience: The capacity to thrive in a fast-paced, dynamic environment, remaining calm and effective under pressure and through ambiguity.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree from an accredited institution.

Preferred Education:

  • Master's Degree (MBA, Public Administration, or related field).
  • Professional certification such as PMP (Project Management Professional) or a Lean Six Sigma belt.

Relevant Fields of Study:

  • Business Administration
  • Management
  • Finance
  • Operations Management

Experience Requirements

Typical Experience Range:

  • A minimum of 4-7 years of progressive experience in an operations, project management, or senior administrative role.

Preferred:

  • Experience working directly with senior-level executives in a fast-paced corporate, non-profit, or government setting.
  • A proven track record of independently managing multiple complex projects simultaneously from start to finish.
  • Demonstrable experience in process improvement initiatives that resulted in measurable gains in efficiency or cost savings.
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