Senior Operations Manager

ICF Next creates and implements communication campaigns and services for European institutions. We ensure that the messages of the key EU policies reach the citizens and stakeholders.

The Senior Operations Manager plays a vital role in supporting the smooth and efficient running of ICF Next’s Outreach department. This involves optimising workflows, overseeing resources, coordinating training and recruitment efforts, and contributing to the overall operational efficiency of the team. The Senior Operations Manager reports to the Department Director and works closely with the Heads of Team in a transversal role to enhance productivity, streamline processes, and contribute to the overall success of the department.

Main Responsibilities

Operational Management:

• Ensure the adoption of new tools and technologies within the department, providing support and guidance to team members.

• Identify solutions to budget challenges and propose cost-effective strategies for project implementation.

• Prepare power point presentations and reports for the Department Director, Heads of Team, and other colleagues.

• Manage and supervise the Traffic Management and the Translation Management.

Resource Management

• Collaborate with the Department Director and Heads of Team to identify resource needs, including external expertise.

• Manage the onboarding process for new team members, ensuring a smooth integration into the department.

• Manage the offboarding process for departing team members and ensuring a smooth transition of responsibilities.

• In collaboration with the Head of Network, maintain an up-to-date database of preferred suppliers and freelance resources.

Workflow Optimisation:

• Work with the Department Director and Heads of Team to identify opportunities for improving workflows and processes within the department.

• Develop and implement new templates and tools to streamline operations and enhance efficiency.

• Liaise with other departments (e.g., marketing, procurement, data protection) to ensure smooth collaboration and alignment of processes.

Performance Support

• Collaborate with Heads of Team to coordinate and implement training programmes that address departmental needs and objectives, in line with ICF Next’s evolving needs.

• Identify and source appropriate training resources, including internal expertise, external trainers, and online learning platforms.

• Monitor and evaluate the effectiveness of training initiatives and provide recommendations for improvement.

Recruitment and Workforce Planning:

• Assist the Department Director and Heads of Team with recruitment efforts, including screening candidates, scheduling interviews, and coordinating feedback.

• Contribute to the development and standardisation of job descriptions across the department, ensuring alignment with ICF Next guidelines and best practices.

• Develop and maintain a role matrix or competency framework to ensure consistency in titles and responsibilities across different teams and support the Department Director in safeguarding fair and equitable titling practices.

Internal Communications

• Support the Department Director in disseminating important information to the team and facilitating effective communication within the department.

Departmental Budget Management

• Under the guidance of the Department Director, supervise transversal expenses by creating purchase orders, processing invoices, and providing regular reports on departmental expenses.

Experience and Skills

• Proven experience in a similar role within a communications agency or a related field.

• Strong understanding of operational processes and workflow management.

• Excellent organisational and time management skills.

• Proactive and takes initiative.

• Highly collaborative and able to work effectively with diverse teams.

• Strong communication and interpersonal skills.

• Knowledge of budget management and resource allocation.

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