JOB VACANCY ANNOUNCEMENT (OPERATIONS MANAGER)
About Hilltop Schools
Hilltop Schools is a new Liberian NGO that will work to promote children’s rights to education, health, and
protection. We envision an organization of high impact and integrity. Hilltop Schools was launched to
carry on the activities and mission of More Than Me following its closure. Hilltop Schools is committed to
leveraging the best of More Than Me’s prior work with improved Liberian leadership, governance, and
accountability.
Role Summary
The Operations Manager – Is charged with setting up the necessary operational systems, procedures, and
budgets to ensure that Hilltop Schools operates with integrity, fiscal responsibility and transparency. This
role reports to the Executive Director with support from the Senior Advisor and will collaborate closely
with the Director of Finance and program staff. The Operations Manager will be responsible for building
a strong support team.
Key areas of responsibility are described below:
Procurement System Creation and Implementation
 Review procurement documents and systems used by More Than Me and analyze their strengths
and weaknesses;
 Update or create the necessary documents and processes to ensure strong procurement practices
for Hilltop Schools;
 Ensure that all goods and services are purchased on time and that all prices are reasonable for
the best quality;
 Conduct a twice yearly market survey for office supplies and stationery and select a preferred
vendor;
 Ensure that all procurement requirements (requisition, bid analysis, purchase orders, etc.) are
always met;
 Develop vendor and consultant contracts and maintain organized digital and paper-based files;
Logistics
 Work with the Program Staff and Director of Finance to determine which logistics costs should be
in each of the Program budgets vs being included in the organization’s overall budget;
 Review how transportation needs were managed by More Than Me including an analysis of the
previous costs;
 Brainstorm ways to reduce unpredictable transportation expenses and explore options for
partnership or contracting;
Building and Office Management
 Review the processes that MTM has used to support building maintenance for the office and More
Than Me Academy;
 Create plans for how this will be managed going forward that gives greater responsibility and
control to the More Than Me Academy Principal;
 Support the Finance Officer to take a lead in working with Program Staff to develop annual
budgets for Hilltop Schools Programs;
 Support the Finance Officer to provide budget templates, advice, and guidance to program staff
on how to prepare 2-3 budgets for different fundraising scenarios;
 Support the Finance Department to develop annual budgets to support the operational needs of
Hilltop Schools;
Financial Projections and Reporting
 Create a process whereby each team leader receives monthly financial reports of their spending
against their budgets and is required to submit projections for the following month;
 Develop and submit monthly and mid-month wire requests to the Executive Director and Senior
Advisor;
Long-term Planning and Staff Development
 Develop a timeline and transition plan for Hilltop Schools to replace the Director of Finance;
 Develop the Terms of Reference for an Internal Audit role that will support Hilltop Schools’
commitment to high integrity
 Conduct necessary staff training to enable the team to take on responsibilities once the Director
of Finance transitions to an Internal Audit role.
Logistics and fleet management
 Ensure that all vehicles and motorcycles are well maintained and are in safe operating condition
(vehicle daily checklists are filled by drivers; complete servicing after 2,500 kms, etc.);
 Work closely with the entity mechanic;
 Supervise both the cars’ mechanic and the motorbikes’ roving mechanic’s tasks;
 Ensure that the assets register is regularly updated and that a control is performed at least twice
per year;
 Calculate the monthly gasoline allowance for the field staff and follow up to ensure compliance;
Information Technology (IT)
 Work closely with the IT consultant to ensure that all equipment is in good working condition; and
 Ensure that a prompt response is given to the various needs from the field staff
Qualification and Experience:
HOW TO APPLY: The deadline for submissions of letter of Application, CV and all other relevant certificates
and documents is October 11, 2019 4:30 PM. All applications should be submitted to
careers@hilltopschools.org or apply through the system below. Please mention in the subject field “Operations Manager”. Females are highly
encouraged to apply.
Education  A first degree in Commerce Accounting, Business Administration, Finance, or related
field. Post-graduate diploma is an added advantage.
 Qualified in a recognized professional qualification in Supply Chain Management.
Experience  Minimum three years’ similar work experience in the role as operations manager;
 Experience from managing staff, and excellent coaching and mentoring skills; and
 Capable of working and meeting timelines, and able to multitask.
Knowledge  Problem solving and risk mitigating skills;
 Proficiency in Microsoft Office suites (Word, Excel, Outlook, PowerPoint) and other
financial software; and
 A commitment to promote “diversity in Unity”
Language  Excellent communication skills (Verbal and Written)
 Fluency (Verbal and Written) in English is required.