Description

POSITION TITLE: Chief Operations Officer (COO)
POSITION CLASS: Executive Management
DEPARTMENT: Office of the Chief Operations Officer
REPORTS TO (JOB TITLE): Chairman/ Procurement Regulator
SUPERVISES: Operational Departments as assigned by the Chairman/Procurement Regulator

POSITION PURPOSE:
The COO is the operational lead of the OPR, with responsibility for managing and overseeing the day-to-day administration and business operations of the Office. He/she is required to adhere to the programme of work set by the Chairman/Procurement Regulator, consistent with the strategic direction given by the Board of the OPR. The COO is required to take the lead role in building enhanced capacity, robust operational systems and procedures and the necessary infrastructure that enables the OPR to deliver on its mandate in accordance with the Public Procurement and Disposal of Public Property Act, 2015, as amended (“the Act”). The COO is responsible for ensuring that the OPR is positioned to deliver on the expectations of all key stakeholders. 

MAJOR DUTIES & RESPONSIBILITIES: 

Operational
Manage and oversee the day-to-day administration and business operations of the Office.

• Provides direct oversight of key operational departments of the OPR including: Human Resources and Administration, Finance, Information and Communications Technology, and Corporate Communications as well as the Tobago Sub-Office. 
• Executes the business strategy of the OPR and ensures that operational systems are aligned with the strategic plan and meet the established standards of service delivery to stakeholders. 
• Ensures that all operational policies, procedures and standards are developed, implemented and complied with. 
• Creates synergies among cross functional operational teams for the seamless delivery of services. 
• Manages planned operations within agreed budgetary, staffing and other resource limits. 
• Coordinates the preparation and management of annual budgets and recruitment strategies.

Strategic

• Assists the Chairman in strategy development and planning to fulfil the statutory responsibilities of the OPR and the goals and objectives established by the Board. 
• Provides effective leadership, direction and management of highperforming, proactive, customer-focused operational teams. 
• Manages the development and execution of a corporate assurance, risk and performance management system for the OPR.

Reporting

• Coordinates the process of preparing annual reports of the OPR for submission to the Parliament. 
• Prepares reports on operational matters and organisational performance for submission to the Chairman/Procurement Regulator and Board of the OPR. 
• Evaluates performance of the OPR by analysis of data against established performance metrics.

People

• Establishes policies and an action agenda to enhance organisational culture and to optimise efficiency and effectiveness in the business operations of the OPR in accordance with the Act. 
• Coordinates the development of annual work programmes and monitors performance against agreed performance metrics consistent with the goals and objectives of the OPR. 
• Coaches senior staff with a view to achieving the highest levels of leadership, accountability and teamwork. 
• Manages the development of succession and training plans for staff. 
• Develops effective mechanisms for staff feedback and internal communication.

KEY CONTACTS:
Internal Contacts

• Chairman/ Procurement Regulator 
  • To deliver on KPIs and provide any information or clarification on reports submitted. 
• Managers 
  • To liaise with managers in the development of annual work programmes for all Departments within the OPR, manage execution and monitor performance against agreed performance metrics consistent with the goals and objectives of the OPR. 
• General Staff 
  • To create synergies among cross functional operational teams for the seamless delivery of services

External Contacts

• Suppliers/Contractors 
  • To provide information and assistance and deliver efficient services 
  • To maintain effective engagement mechanisms with suppliers/contractors. 
• Ministry of Finance 
  • To request information as required by the Chairman/Procurement Regulator and prepare reports/briefs for submission to the Ministry. 
• Public Bodies 
  • To request information or advice and guidance relating to any ongoing operational matter. 
  • To provide information and deliver services to Public Bodies.

KEY AUTHORITIES

• Engage the Chairman/Procurement Regulator on all performance, operational and strategic issues, providing recommendations for implementation and improvement
• Procure goods and services in accordance with approved policies and procedures as required and within approved budgets
• Manage staff recruitment and capacity building exercises in accordance with approved policies and procedures, the approved organisational structure of the Office and the approved budget
• Liaise directly with Chairman/Procurement Regulator and Heads of Departments as required.

SUPERVISORY RESPONSIBILITIES:

• Staff of the Office of the Chief Operating Officer (COO) 
• Key operational departments of the OPR including: Human Resources and Administration, Finance, Information and Communications Technology, and Corporate Communications as well as the Tobago Sub-Office

OUTPUTS:

• Preparing reports on operational performance to Chairman/Procurement Regulator and Board.
• Implementing cost-saving measures throughout the organisation without sacrificing quality. 
• Overseeing the successful execution of key projects that drive strategic initiatives. 
• Optimising processes and resources to achieve greater output from the workforce.
• Developing and executing a corporate assurance, risk and performance management system for the OPR.

REQUIRED QUALIFICATIONS, EXPERIENCE AND SKILLS:
Qualifications

• First degree in Management, Finance, Accounting or a related field 
• Post Graduate Degree in Leadership, Strategic Planning, Finance or a related field

Experience

• 15 years’ working experience in a senior management role 
• Hands on experience in strategic planning, business planning and business development. 
• Proven track record of driving, communicating and delivering change in a complex, diverse and challenging environment. 
• Notable accomplishments in managing highly successful teams working across functions, including all aspects of performance management.

Knowledge and Skills

• Strong leadership and managerial skills. 
• In-depth knowledge of different business functions. 
• Capable of building an effective, high performing team. 
• Sound knowledge and understanding of the public procurement process and the role and mandate of the OPR.  
• Ability to deliver on objectives and targets in partnership with other stakeholders in the organisation. 
• Sound knowledge of data analysis and use of Key Performance Indicators (KPIs). 
• Excellent interpersonal/communication /influencing /presentation skills – verbal and written. 
• Excellent organisational and people management skills.

PERFORMANCE PARAMETERS:
Mental Demands

• Regularly manages tight deadlines brought about by project demands. 
• Regularly influences persons to perform a task without having direct authority over these persons. 
• Regularly coordinates and performs a number of simultaneous tasks.