Head of Operations & Administration

Position Summary

Afro-REACH Research Organization (ARO) is seeking an experienced, proactive, and results-driven Head of Operations & Administration to provide leadership and oversight of daily office operations, administrative functions, and designated personnel.

This position will serve as the primary point of contact for internal operational and administrative matters, ensuring that the organization maintains a structured, accountable, professional, and productive working environment.

The successful candidate will be responsible for establishing effective administrative processes, supervising personnel, coordinating cross-functional activities, addressing workplace challenges, and ensuring operational continuity when executive leadership is unavailable.

The role requires an experienced people manager who can exercise independent judgment, maintain objectivity, manage workplace relationships professionally, and implement practical improvements in a growing organization.

The Head of Operations & Administration will work closely with the CEO and functional department leads to ensure efficient daily operations while allowing executive leadership to focus on strategic priorities and business development.

Key Responsibilities

Operational Leadership and Office Management:

Provide overall leadership and coordination of ARO's day-to-day office and administrative operations.

Serve as the primary point of contact and escalation for routine operational, administrative, and office-related matters.

Establish and maintain clear administrative workflows, responsibilities, reporting structures, and accountability mechanisms.

Oversee office facilities, supplies, equipment, administrative resources, and general workplace needs.

Identify operational inefficiencies, implement corrective improvements, and monitor their effectiveness.

Ensure timely completion of administrative activities and follow-up on outstanding responsibilities.

Maintain continuity of office leadership and routine operational decision-making during the CEO's absence.

Support the development of a structured, professional, and collaborative workplace environment.

Personnel Supervision and Accountability:

Directly supervise designated administrative and office personnel, with clear reporting relationships established by leadership.

Establish performance expectations, monitor assigned responsibilities, and provide timely, constructive feedback.

Conduct regular staff check-ins and support performance evaluations in coordination with HR.

Address workplace conflicts, employee concerns, and interpersonal challenges objectively, professionally, and confidentially.

Promote fair and consistent application of organizational policies and workplace expectations.

Identify performance or conduct concerns and work with HR to implement appropriate corrective or developmental actions.

Support employee coaching, professional development, and improved team effectiveness.

Foster a culture of accountability, mutual respect, professionalism, and effective communication.

Administrative Management and Process Improvement:

Oversee the execution of administrative processes, office scheduling, internal coordination, and general business support activities.

Develop, standardize, and improve administrative workflows to enhance efficiency and accountability.

Coordinate administrative procurement, office expenditures, and resource needs in collaboration with Finance and within approved authority.

Ensure administrative documentation, operational records, and internal reports are appropriately maintained.

Monitor administrative deliverables and follow up on delays or outstanding actions.

Support implementation of approved organizational policies and procedures.

Identify opportunities to improve internal communication, resource utilization, and administrative effectiveness.

Cross-Functional Coordination:

Collaborate with HR, Finance, Project Management, Clinical Operations, Regulatory Affairs, Quality Assurance, IT, and other functional teams.

Facilitate coordination between departments to address shared operational and administrative needs.

Monitor cross-functional administrative commitments and support timely resolution of operational bottlenecks.

Organize internal operational meetings, track assigned action items, and follow up on completion.

Support functional leaders in addressing administrative challenges affecting team productivity.

Ensure relevant operational information is communicated to appropriate stakeholders.

Organizational Governance and Compliance:

Promote consistent implementation of ARO's approved policies, procedures, and workplace standards.

Collaborate with HR and QA to support administrative compliance and organizational readiness.

Ensure significant operational concerns and potential compliance risks are appropriately documented and escalated.

Support internal reviews, audits, and inspections relating to office administration and operational processes.

Maintain confidentiality of employee, organizational, and business information.

Support continuous improvement initiatives and reinforce a culture of ethical conduct and accountability.

Leadership Reporting and Operational Continuity:

Provide routine operational updates to the CEO, including administrative performance, personnel concerns, outstanding issues, and recommended improvements.

Serve as the designated operational leader when the CEO is traveling or unavailable.

Independently resolve routine office and administrative matters within approved policies and delegated authority.

Escalate significant financial, personnel, regulatory, compliance, or business risks to the appropriate leadership.

Support implementation of organizational priorities and operational improvement initiatives.

Organizational Structure and Functional Boundaries:

The Head of Operations & Administration will have responsibility for overall office administration and coordination of daily internal operations. However, the role will not replace the responsibilities or decision-making authority of established functional leaders.

Human Resources:

HR will retain responsibility for employee records, recruitment administration, onboarding documentation, leave administration, HR policies, timesheets and payment coordination, and formal personnel processes.

The Head of Operations will collaborate with HR on employee performance, workplace concerns, policy implementation, and personnel-related operational matters.

Formal disciplinary actions, employment decisions, and changes to employee terms will follow approved HR procedures and executive authorization requirements.

The Head of Operations will provide operational supervision of HR-related administrative activities without independently overriding HR policies or established approval processes.

Project Management and Clinical Operations:

Project Managers and Clinical Operations personnel will retain responsibility for assigned projects, clinical trial activities, project timelines, deliverables, and study-specific coordination.

The Head of Operations will not assume responsibility for clinical project management, monitoring oversight, or technical study decisions.

The role may coordinate office resources, administrative support, and cross-functional operational matters affecting project execution.

Any project-related concerns will be addressed collaboratively with the appropriate functional lead and escalated as necessary.

Quality Assurance and Regulatory Affairs:

QA will retain independent oversight of quality systems, audits, CAPAs, compliance assessments, and quality-related escalation.

Regulatory Affairs will retain responsibility for regulatory strategy, submissions, agency interactions, and regulatory compliance activities.

The Head of Operations will support administrative coordination and implementation of applicable organizational procedures but will not override technical or compliance decisions.

Quality and regulatory concerns must be referred to the appropriate functional lead.

Finance and IT:

Finance will retain responsibility for financial records, accounting, payroll processing, and financial controls.

IT will retain responsibility for technology systems, access administration, and technical support.

The Head of Operations will coordinate office-related needs, administrative budgets, and service requests within approved authority.

Key Performance Indicators (KPIs)

Performance will be evaluated against the following areas:

Operational Efficiency:

Consistency and effectiveness of daily office operations.

Timely completion of administrative responsibilities.

Reduction in recurring operational inefficiencies.

Staff Management and Accountability:

Clear assignment and monitoring of employee responsibilities.

Timely and objective resolution of workplace concerns.

Improved staff accountability, collaboration, and professional conduct.

Organizational Coordination:

Effective communication between administrative and functional teams.

Timely follow-up and closure of operational action items.

Reduced administrative bottlenecks affecting organizational performance.

Leadership Effectiveness:

Ability to independently resolve routine operational matters.

Reduction in unnecessary escalation of administrative matters to the CEO.

Consistent operational leadership during executive absences.

Process Improvement:

Implementation of standardized administrative procedures.

Measurable improvements in office organization, reporting, and workflow efficiency.

Timely identification and resolution of operational risks.

Specific performance targets will be established during onboarding and reviewed periodically.

Qualifications and Experience

Education:

Bachelor's Degree in Business Administration, Operations Management, Human Resources, Management, or a related discipline.

A master's Degree in Business Administration, Management, or a related field is an advantage.

Relevant professional certifications in operations, management, or leadership are desirable.

Mandatory Professional Experience:

Minimum of 7 years of progressive professional experience in operations management, business administration, or organizational leadership.

At least 3–5 years of direct people-management experience, including responsibility for supervising employees, managing performance, and resolving workplace challenges.

Demonstrated experience establishing or improving administrative structures, operational workflows, and accountability systems.

Proven ability to independently manage daily office operations and coordinate multiple administrative functions.

Demonstrated experience addressing employee concerns, resolving conflicts, and making objective personnel-related decisions.

Experience implementing operational improvements in a growing or evolving organization.

Demonstrated ability to work effectively with senior leadership while exercising independent judgment and maintaining professional boundaries.

Preferred Experience:

Previous experience as an Operations Manager, Head of Operations, Administration Manager, or equivalent leadership position.

Experience in a healthcare, pharmaceutical, clinical research, professional services, or regulated organization.

Familiarity with Nigerian employment practices and applicable workplace requirements.

Experience supporting organizational growth, change management, or business process improvement.

Required Skills and Competencies:

Strong leadership and demonstrated people-management capabilities.

Excellent judgment, objectivity, integrity, and professionalism.

Proven conflict-resolution, mediation, and interpersonal communication skills.

Ability to manage difficult workplace situations fairly and constructively.

Strong organizational planning, coordination, and problem-solving skills.

Ability to establish accountability without creating unnecessary conflict.

Demonstrated initiative and ability to work independently.

Strong decision-making and prioritization skills.

Ability to maintain confidentiality and exercise discretion.

Effective written and verbal communication skills.

Proficiency in Microsoft Office and business collaboration platforms.

Ability to build productive relationships across departments and levels of responsibility.

Decision-Making Authority:

The Head of Operations & Administration will report directly to the CEO and exercise delegated authority over routine office operations and designated administrative personnel.

Authorized Responsibilities:

Direct and coordinate daily office and administrative activities.

Supervise designated employees and monitor assigned responsibilities.

Establish administrative work priorities and follow up on deliverables.

Resolve routine workplace and administrative concerns.

Provide performance feedback and recommend personnel development or corrective actions.

Implement approved administrative processes and operational improvements.

Coordinate office-related expenditures within approved budgets and authorization limits.

Represent operational leadership during the CEO's absence within defined authority.

Matters Requiring Additional Approval

The following matters will require approval from the CEO or appropriate authorized personnel:

Employee hiring, termination, promotion, or compensation changes.

Formal disciplinary decisions requiring executive authorization.

Significant financial commitments or expenditures outside approved limits.

Organizational restructuring or changes to established reporting relationships.

Changes to approved organizational policies.

Decisions affecting regulatory compliance, clinical operations, or independent QA oversight.

Contractual commitments or business decisions outside delegated authority.

The Head of Operations is expected to exercise sound judgment in determining when issues can be resolved independently and when escalation is necessary.

Work Schedule and Expectations

This is a full-time position requiring a consistent on-site leadership presence.

Monday–Thursday: On-site at ARO's designated office during established business hours.

Friday: Remote work, subject to operational requirements.

Additional on-site attendance may be required on Fridays when necessary to support organizational needs.

The individual must remain accessible and responsive during established working hours.

The position requires active engagement with office personnel and the ability to independently address operational matters.

Leadership Expectations

ARO is seeking a leader who can bring structure, consistency, and accountability to its daily operations.

The successful candidate must demonstrate the ability to:

Lead by example and maintain a professional, respectful workplace.

Make fair, objective, and well-reasoned decisions.

Manage employees with confidence, empathy, and accountability.

Address concerns constructively rather than allowing conflicts to escalate unnecessarily.

Establish clear expectations and consistently follow through.

Balance employee support with organizational requirements.

Work independently without relying on the CEO for routine administrative decisions.

Build trust and credibility with employees and functional leadership.

Recognize the limits of delegated authority and respect functional responsibilities.

The primary objective of this position is to strengthen ARO's operational structure by establishing reliable day-to-day leadership, improving staff accountability, and ensuring efficient administrative management while allowing executive and technical leadership to focus on their respective responsibilities.

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Minimum qualifications

BA/BSc/HND

How to apply

Interested and qualified candidates should send their CV to: hr@afroreachcro.org using the ob Title as the subject of the email.

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