Head of Operations & Administration

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.

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.

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.

Experience: 7 years

• 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.

How to apply Interested and qualified candidates should send their CV to: (see Apply by email) using the ob Title as the subject of the email.

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