Operations Manager

Job Description

Title: Operations Manager

Company Name: Blue Planet Initiative

Vacancy: --

Age: At least 30 years

Job Location: Dhaka

Salary: --

Experience:

• 7 to 10 years
• The applicants should have experience in the following business area(s): NGO

• Master's degree in Business Administration, Management, Public Administration, Development Studies, International Relations, Office Management, or a related discipline.

• Professional certification in project management, executive administration, organizational leadership, or office management will be considered an advantage.

• 7 to 10 years
• The applicants should have experience in the following business area(s): NGO

• Age At least 30 years

Experience

• Minimum 7-10 years of progressively responsible experience in executive administration, organizational operations, office management, executive coordination, or administration within NGOs, INGOs, development organizations, government institutions, or the private sector.

• Demonstrated experience providing direct support to senior executives or organizational leadership.

• Experience coordinating multiple departments and managing organizational operations.

• Experience working with donor-funded organizations or international development partners is highly desirable.

Required Competencies

Technical Competencies

• Executive office management

• Organizational operations and administration

• Strategic planning and coordination

• Board and governance support

• Meeting management and minute writing

• Document and records management

• Policy implementation and compliance

• Event and travel coordination

• Stakeholder engagement

• Administrative systems management

Core Skills

• Exceptional organizational and planning skills

• Excellent written and verbal communication skills in English and Bangla

• Strong report writing and business correspondence skills

• High level of discretion and confidentiality

• Strong interpersonal and relationship management skills

• Excellent problem-solving and decision-making abilities

• Ability to manage multiple priorities under tight deadlines

• Strong leadership, coordination, and teamwork skills

• High level of professionalism and integrity

• Excellent attention to detail

Computer Skills

• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Experience with virtual meeting platforms and digital collaboration tools

• Familiarity with document management systems and cloud-based office applications

• Ability to prepare professional presentations, reports, and dashboards

Preferred Knowledge

• NGO and development sector operations

• Donor compliance and institutional reporting requirements

• Governance and Board administration

• Human resource and administrative management practices

• Bangladesh government administrative procedures

• Project management principles and Results-Based Management (RBM)

Key Performance Indicators (KPIs)

• Efficient management of the Executive Director's office and schedule.

• Timely coordination and follow-up of Executive Director and Board decisions.

• Quality and timeliness of meeting documentation, reports, and correspondence.

• Effective coordination among departments and organizational units.

• Timely organization of meetings, events, and official travel.

• Accuracy and confidentiality of organizational records and documentation.

• Stakeholder satisfaction with executive coordination and communication.

• Timely completion of assigned strategic and operational tasks.

• Continuous improvement of organizational administrative systems and operational efficiency.

• Reports To: Executive Director

• Duty Station: Dhaka with occasional travel within Bangladesh

• Project Duration: 12 months (May be extended)

Job Purpose:

The Operations Manager is responsible for ensuring the efficient coordination of organizational operations while providing high-level executive, administrative, and strategic support to the Executive Director. The position serves as the primary focal point for coordinating executive functions, institutional communications, organizational planning, governance processes, and interdepartmental collaboration.

The Manager will facilitate effective decision-making by coordinating meetings, monitoring implementation of management decisions, strengthening internal communication, overseeing administrative systems, and ensuring the smooth functioning of Blue Planet Initiative (BPI)'s programs and institutional operations. The role also supports engagement with donors, government agencies, development partners, Board members, and other key stakeholders while maintaining the highest standards of professionalism, confidentiality, and organizational efficiency.

Key Responsibilities

1. Executive Office Management

• Manage the Executive Director's office and provide comprehensive executive and administrative support.

• Coordinate the Executive Director's daily schedule, appointments, meetings, travel, and official engagements.

• Prioritize correspondence, meeting requests, and organizational commitments to ensure effective time management.

• Prepare briefing notes, background documents, presentations, speeches, talking points, and official correspondence for the Executive Director.

• Screen incoming communications and ensure timely responses and follow-up.

2. Strategic Coordination and Decision Support

• Support the Executive Director in implementing organizational priorities and strategic initiatives.

• Monitor implementation of decisions made by the Executive Director, Senior Management Team, and Board of Directors.

• Follow up with departments to ensure timely completion of assigned actions.

• Prepare management dashboards, action trackers, and periodic progress updates.

• Coordinate strategic planning meetings and annual operational planning processes.

3. Organizational Operations Management

• Coordinate day-to-day organizational operations to ensure effective and efficient workflow across all departments.

• Monitor operational performance and recommend improvements to administrative systems and internal processes.

• Facilitate communication and coordination among program, finance, administration, human resources, communications, and project teams.

• Ensure organizational policies, procedures, and operational standards are consistently implemented.

• Support organizational risk management and business continuity planning.

4. Meeting and Governance Coordination

• Organize meetings of the Executive Director, Senior Management Team, Board of Directors, Advisory Committees, and external partners.

• Prepare meeting agendas, briefing materials, presentations, and supporting documentation.

• Record accurate minutes and maintain records of decisions and action points.

• Track implementation of meeting decisions and provide regular follow-up reports.

• Coordinate annual planning meetings, retreats, and strategic review sessions.

5. Communications and Correspondence

• Draft, review, and manage official correspondence, reports, memoranda, letters, and institutional communications.

• Ensure timely dissemination of organizational information to relevant stakeholders.

• Maintain effective communication with government agencies, donors, development partners, networks, and collaborating organizations.

• Coordinate internal communications across departments to strengthen organizational collaboration.

• Support preparation of organizational presentations and communication materials.

6. Stakeholder and Partnership Coordination

• Serve as a liaison between the Executive Director and government ministries, development partners, donor agencies, UN organizations, NGOs, private sector partners, and academic institutions.

• Coordinate official meetings, consultations, and partnership discussions.

• Maintain strong professional relationships with external stakeholders.

• Facilitate communication with consortium partners and strategic alliances.

7. Administrative and Human Resource Support

• Support administrative planning and office management functions.

• Coordinate recruitment logistics, staff orientation, and administrative documentation when required.

• Monitor office administration, procurement coordination, and logistical arrangements.

• Support implementation of organizational policies and administrative procedures.

• Assist with performance review coordination and organizational compliance activities.

8. Event, Travel, and Logistics Coordination

• Coordinate national and international travel arrangements for the Executive Director and senior management.

• Organize conferences, workshops, seminars, Board meetings, donor visits, and institutional events.

• Coordinate logistics, venue arrangements, travel documentation, accommodation, and event schedules.

• Ensure effective protocol management during official visits and high-level meetings.

9. Documentation and Information Management

• Maintain confidential records, contracts, legal documents, Board resolutions, institutional policies, and organizational archives.

• Develop and maintain efficient document management and filing systems.

• Ensure secure handling of confidential organizational information.

• Maintain organizational calendars, contact databases, and action tracking systems.

10. Reporting, Monitoring, and Compliance

• Prepare periodic operational reports for the Executive Director.

• Monitor organizational deadlines and reporting schedules.

• Assist departments in tracking implementation of annual work plans.

• Support institutional reporting to the Board and development partners.

• Ensure compliance with organizational policies and administrative procedures.

11. Special Assignments

• Undertake special projects and assignments on behalf of the Executive Director.

• Coordinate cross-departmental initiatives and organizational improvement processes.

• Represent the Executive Director in meetings as delegated.

• Perform other duties consistent with the position as assigned by the Executive Director.