Operations Manager

Overview

Looking for full-time work (9 hours/day)

at $8.31/hour ($1,800.00/month)

Post-graduate degree (Masters, Doctorate, etc.)

Last Active

June 25th, 2026 (yesterday)

Member Since

February 10th, 2020

Profile Description

Executive Assistance
• Providing administrative assistance such as managing calendars, scheduling meetings, arranging travel itineraries, handling phone calls, and managing correspondence
• Organizing and maintaining files, documents, records, and databases. Often responsible for creating and maintaining organizational systems for easy access to information.
• Acting as a primary point of contact between the executive and internal/external stakeholders. Drafting emails, preparing reports, and handling communication on behalf of the executive.
• Arranging and coordinating meetings, including scheduling, sending invitations, preparing meeting agendas, taking minutes, and ensuring follow-up on action items.
• Assisting in project coordination by tracking progress, managing timelines, and collaborating with different teams or departments to ensure project objectives are met.
• Overseeing office operations, ensuring supplies are stocked, managing budgets, and sometimes supervising support staff.
• Handling sensitive information with utmost confidentiality and exercising discretion in dealing with confidential matters.
• Being proactive in identifying and resolving issues that may arise, often independently handling tasks and solving problems on behalf of the executive.
• Professionally representing the executive in all interactions, both internally and externally.

Operations Management
•Monitor, plan and research, and update and maintain operations and logistical requirements of the office
• Lead in the monitoring, evaluation, and verification of the quality of services
• Accomplish operational documents
• Conceptualize and recommend implementation of new ways to operationalize tasks
• Handle the responsibility for planning, procurement, and output production of daily operations
• Plan, schedule, and review manpower workload to make sure that targets of the office are met on a cost-effective basis
• Ensure that program regulation, health, and safety standards are strictly observed.
• Review processes of the systems
• Develop and establish Standard Operating Procedures (SOPs)

Logistics and Shipping
• Manage 12 warehouses across the globe
• Plan, coordinate, and manage shipping from partners to distributors, dealers, or direct customers
• Inventory management
• Supply Chain Management
• Procurement process management
• Dropshipping

Customer Support
• Manage customer support tickets thru Gorgias, email, and Zendesk
• Manage the accounts of dealers, distributors, or direct customers

Sales Support
• Email Outreach
• Lead Generation

Policy Review and Formulation
• Reviewed and provided comments and inputs on institutional policy documents such as Operations Manual, Staff Instructions on new project modalities, financial management guidelines, project completion report guidelines, disbursement handbooks, and other corporate reports
• Conducted monthly portfolio meetings to address project implementation challenges and discuss policies and procedures
• Together with Management, designed a 5-year strategic plan and monitored performance against targets
• Involved in developing project implementation process maps to assist in developing the new project management information system

Project Design
• Contributed to project design activities including preparation of funding proposals, project implementation manual, risk assessment plan, budget allocation, procurement plan, organizational map, and work plans

Project Implementation
• Managed over 10 projects by drafting and reviewing reports and correspondences on status of implementation, overseeing project implementation staff, monitoring project performance against targets to identify underlying causes of shortfalls and propose actions; and managing use of funds 
• Deployed in Typhoon Haiyan-affected areas to build the capacity of government agencies on implement projects
• Facilitated procurement of goods and services including advertising, generating cost estimates, reviewing proposals, shortlisting, negotiating contracts, and issuing notice to proceed.
• Lead and participated in project monitoring and evaluation activities to familiarize stakeholders with the institutional procedures and ensure investee adherence to all ongoing obligations and covenants
• Facilitated recruitment of consultants including drafting job descriptions, advertising, reviewing proposals, shortlisting, generating cost estimates, responding to queries regarding recruitment, negotiating contracts, and issuing notice to proceed.
• Managed consultant contracts including analysis, evaluation and preparation of requests for variations and other contract-related activities (e.g., cancellation and/or termination of contract); monitored progress including review of the monthly report; and confirmed validity of billing invoice against the negotiated contract to process payment requests

Budget and Resource Management
• Coordinated the implementation of human resource initiatives, rewards and recognition, work plan preparation, annual performance review, and staff engagement surveys
• Maintained the overall budget utilization rate within 90% target for business travel, staff, and discretionary expenses ensuring that expenditures are properly accounted for and that deviations from forecasts are justified
• Monitored and advised Management on staff participation in learning and development programs
• Conducted analysis of staff skills against job description to address skills gap and maximize staff potential
• Facilitated budget administration, monitoring and reporting of the regional office including processing of request for payment and disbursements to suppliers, managing of budget for salaries and employee-related costs, supplies and capital expenditure inventory; and generated forecast based on utilization 

Knowledge-sharing and Communication
• Part of the team that executed a training module on portfolio reporting/analysis of performance management indicators
• Managed logistics including on-site administration of cross-functional / multisector meetings and conferences held in different countries– roles include (i) organizing inputs and preparing presentation materials/ visual aids; (ii) coordinating with government agencies and regional offices on venues, seminar schedules, guest speakers and participants; (iv) negotiating contracts with vendors supporting arrangements for the seminars (translation services, hotel bookings, photo coverage and other required services); (v) organizing dispatch of materials to seminar location; (vi) liquidating advances/seminar expenses according to policies; (vii) analyzing relevant data related to the countries' project procurement status and project pipeline to be used as examples or case studies; and (vii) managing inventory of materials and equipment
• Produced newsletters and annual capacity-building reports, and prepared various brochures and communication catalogs on various departmental programs
• Designed knowledge-sharing initiatives on useful project management techniques, survey materials, communication materials, and reports on operational processes

Monitoring and Evaluation
• Provided technical support in the conduct and documentation of processes towards the development of strategic and operational plans
• Achieved 90% timely and regular report submission from offices monthly, conducted monthly monitoring visits to chapters to check their progress in program implementation and data validation, and made corresponding reports and recommendations to the head of the office
• Coordinated, collaborated, and guided all reporting officers at the National Headquarters (NHQ) in the fulfillment of their roles, monitored the service delivery performance against intended targets monthly and provided analysis based on its findings to the head of office.
• Assisted in developing systems such as but not limited to, manuals/procedures, process flow to the head of office, and establishing an information database system.
• Supported improvement for report monitoring, collection, and consolidation.
• Contributed to the analysis & dissemination of monthly, quarterly, and annual reports from NHQ offices for management, board and partners to aid in the evaluation of PRC performances, support in the conduct of research and studies to aid in baseline assessment & analysis of PRC program performance and impacts, consolidate best practices, lessons learned for sharing to management to help in the decision-making process.
• Prepared and consolidated 12 monthly reports, four (4) quarterly reports and an annual report to the head of the office, supporting 100% of the management in the performance of its office functions, such as but not limited to representation in meetings, facilitation of activities, coordination with other offices, preparation of the budget, etc. as directed by the head of office.
• Ensured all chapter requests are completely processed and feedback mechanisms were in place.