Department Management & Coordination
- Guide and coordinate the Managers of Accounts & Finance, HR, Data, Operations, and Supply Chain.
- Review departmental work plans, priorities, and key deliverables.
- Monitor progress against agreed plans and timelines.
- Ensure effective coordination between departments.
- Identify cross-functional issues and facilitate timely resolution.
- Follow up with respective Managers on pending and delayed activities.
- Ensure that Department Managers remain aligned with organizational objectives and management decisions.
Management Reporting & CEO Support
- Act as a key management representative between the CEO and Department Managers.
- Collect and consolidate important departmental updates and prepare management-level reports for the CEO.
- Highlight critical issues, risks, delays, and business-impacting matters to the CEO.
- Ensure that decisions and directives from the CEO are properly communicated and implemented.
- Provide the CEO with regular updates on overall departmental performance and major operational matters.
Project Management
- Lead and coordinate cross-functional projects assigned by the CEO.
- Develop project plans, timelines, responsibilities, and deliverables.
- Coordinate with relevant Department Managers to ensure timely project execution.
- Monitor project progress and identify potential delays or risks.
- Conduct regular project reviews and follow up on outstanding actions.
- Ensure projects are completed within the agreed scope, timeline, and objectives.
- Prepare project status reports for the CEO.
Work Planning & Performance Monitoring
- Establish a structured weekly and monthly review mechanism with Department Managers.
- Review previous week/month performance against approved plans.
- Monitor completion of assigned tasks and identify pending activities.
- Ensure clear action plans are established for pending or delayed tasks.
- Monitor departmental KPIs, targets, and major deliverables.
- Promote accountability among Department Managers for agreed commitments.
Operational Control & Problem Solving
- Monitor overall business operations and identify operational gaps.
- Review significant issues affecting business continuity, cost, productivity, people, inventory, systems, or service delivery.
- Coordinate with relevant Managers to resolve issues efficiently.
- Escalate matters requiring CEO-level decisions with appropriate recommendations.
- Ensure proper follow-up until critical issues are resolved.
Cross-Functional Coordination
- Ensure smooth coordination among Accounts & Finance, HR, Data, Operations, and Supply Chain.
- Facilitate communication where a task requires involvement from multiple departments.
- Ensure departmental dependencies are clearly understood and followed up.
- Reduce delays caused by communication gaps or lack of ownership.
Process & Control Improvement & Development
- Identify opportunities to improve business processes, internal controls, coordination, reporting, and operational efficiency.
- Work with Department Managers to develop, improve, and implement effective processes and controls.
- Review existing processes and identify gaps, inefficiencies, and areas requiring improvement.
- Develop and recommend new processes, controls, and working mechanisms where required.
- Monitor whether approved SOPs, policies, processes, controls, and management instructions are properly followed.
- Ensure process improvements are effectively implemented and sustained across relevant departments.
- Recommend necessary process and control improvements to the CEO where required.
Management Meetings
- Conduct/coordinate regular management review meetings with Department Managers.
- Review departmental work reports and upcoming work plans.
- Ensure Managers present their progress, pending activities, challenges, and next action plans.
- Maintain clear action points and follow-up responsibilities.
- Ensure agreed decisions are implemented within the committed timeline.
Budget Planning & Financial Coordination
- Coordinate with the CFO/Finance Consultant to prepare annual and periodic business budgets.
- Review departmental budget requirements and consolidate budget proposals with the concerned Managers.
- Ensure the proposed budget is properly reviewed and submitted to the CEO for approval.
- Monitor budget utilization against approved plans and highlight significant variances or financial risks to the CEO.
- Coordinate with the CFO/Finance Consultant and relevant Managers on budget-related matters.
Business Client Onboarding
- Coordinate and oversee the onboarding of new business clients in collaboration with the relevant departments.
- Ensure required client information, documentation, commercial terms, and operational requirements are properly completed before onboarding.
- Coordinate with the concerned Managers to ensure smooth and timely client activation.
- Monitor initial client onboarding activities and ensure cross-functional issues are resolved promptly.
- Follow up on pending onboarding requirements and ensure commitments made to new business clients are properly executed.
Supply Chain Vendor Selection & Negotiation
- Coordinate with the Supply Chain Manager for the evaluation and selection of vendors based on business requirements, quality, cost, reliability, and service capability.
- Review and monitor the vendor selection process to ensure appropriate commercial and operational considerations are taken into account.
- Support and coordinate vendor negotiations regarding pricing, payment terms, delivery terms, service levels, and other commercial conditions.
- Coordinate with the CFO/Finance Consultant and relevant Managers where financial or commercial evaluation is required.
- Ensure significant vendor selections and commercial terms are properly reviewed and submitted to the CEO for approval, where applicable.
- Monitor major vendor-related issues and ensure timely resolution through coordination with the Supply Chain Manager.
Retail Store Expansion
- Coordinate the planning and execution of retail store expansion initiatives in line with approved business objectives.
- Evaluate proposed store locations, operational requirements, estimated costs, and resource requirements in coordination with relevant departments.
- Coordinate with Operations, Finance, Supply Chain, HR, and other relevant Managers to ensure timely store opening and operational readiness.
- Monitor expansion timelines, budgets, and key deliverables and report progress to the CEO.
- Identify expansion-related risks and coordinate timely resolution of issues.
Inventory Monitoring & Control
- Monitor overall inventory levels, movement, availability, and major inventory-related issues across retail and operational locations.
- Coordinate with the Supply Chain and Operations Managers to ensure appropriate inventory planning and replenishment.
- Review inventory discrepancies, slow-moving/aged stock, stock shortages, and excess inventory, and ensure appropriate follow-up.
- Monitor inventory-related risks that may affect business continuity, working capital, or sales performance.
- Ensure regular inventory reports are reviewed, and significant issues are escalated to the CEO with appropriate recommendations.
Authority & Accountability
- The General Manager – Business Operations & Projects will have the authority to:
- Direct and coordinate the activities of the concerned Department Managers within the authority delegated by the CEO.
- Request work plans, reports, progress updates, and supporting information from respective Managers.
- Review departmental performance and follow up on pending activities.
- Call for coordination meetings when cross-functional issues require resolution.
- Assign and coordinate cross-functional project responsibilities as approved by management.
- Escalate performance gaps, operational risks, and unresolved issues to the CEO.
- Recommend corrective actions, process improvements, and management interventions to the CEO.
