Head of Operations and Projects

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Job Description

Optimise Investment Pte Ltd owns both Maxumise and the software company that supports the work of Maxumise, which is HRmonise Pte Ltd. Optimise Investments Pte Limited is a wholly locally owned business and had acquired Maxumise and HRmonise Pte Limited as from January 1 2023. The Maxumise HCM services, business and brand which has been in Fiji for over 20 years has continued with the transfer of the business and assets to Optimise Investments Pte Limited, trading as Maxumise.

The Head of Operations and Projects will be required to manage and oversee all projects in Fiji including overall project management. The role will ensure that all project operations are executed in compliance with statutory and regulatory requirements and that organisational objectives are efficiently met. In addition, the incumbent will develop and maintain effective stakeholder relationships with clients, vendors and other key stakeholders to ensure operational efficiency. The role reports to Country Head.

Outcomes

Organisational Stakeholders
1. Competent Project Oversight
Execution of complex projects, including advanced network solutions and wireless technologies, ensuring adherence to timelines and budgets. Ensure project plans are detailed and align with company objectives and client requirements. Regularly review project status and adjust plans as necessary to accommodate changes and address challenges. Efficient collaboration with cross-functional teams to drive successful project outcomes. Effective facilitation of communication and coordination between different departments, such as sales, product development, and technical teams. Collaborative environment efficiently promoted to leverage team strengths and achieve project goals.
2. Robust Contractor and Risk Management
Monitored and maintained contractor progress, ensuring timelines are adhered to and project specifications are met. Conducted daily check-ins with contractors to review progress and ensure adherence to project plans. Contractor performance regularly evaluated and provide feedback to ensure continuous improvement. Project risks identified and mitigated, implementing proactive measures to address potential challenges Risk management plan successfully developed, outlining potential risks and corresponding mitigation strategies. Regular review and update of the risk management plan, adjusting strategies as new risks emerge. Risk management strategies efficiently developed and implemented to minimize project disruptions Implemented contingency plans to handle unexpected issues and minimize their impact on project timelines. Proactive approach fostered to risk management, encouraging team members to identify and report risks early. Motivated continuous improvement initiatives within the PMO to enhance project delivery processes and methodologies, fostering a culture of innovation and efficiency within the team. Competent assistant to team members in suggesting improvements and participate in process enhancement initiatives. Implementation of best practices and lessons learned from previous projects to continuously refine and improve project management methodologies.
3. Effective and Efficient Project Implementation
Project timelines, budgets, and resources managed efficiently to ensure successful project delivery. Developed and maintained detailed project schedules, ensuring all milestones are met on time and within budget. Resources allocated efficiently, balancing workloads and optimizing team performance. Oversight of end-to-end project delivery, including field surveys, installation, integration, equipment dismantling, while ensuring compliance with EHS and QC standards. Regular field visits and audits conducted to ensure compliance with safety and quality standards. Field teams coordinated with to resolve on-site issues and ensure smooth project execution. Project progress tracked and reported to all stakeholders through regular meetings for progress updates and issue resolution. Comprehensive progress reports and dashboards successfully prepared to keep stakeholders informed. Regular status meetings scheduled to discuss project developments and address any emerging issues.
4. Client Engagement ensured at all times
Close collaboration with sales and product stakeholders to understand client requirements and expectations. Thorough needs assessments successfully conducted, and collection of detailed client specifications to tailor project plans accordingly. Open lines of communication efficiently maintained with stakeholders to ensure alignment and manage expectations. Ensured availability as a key point of contact for clients during project implementation, ensuring a high level of client satisfaction. Regular updates to clients provided successfully, addressing any concerns or issues promptly and professionally. Ensured client feedback is incorporated into project adjustments to enhance satisfaction and outcomes.
5. Teamwork and cooperation
Cooperation within the team and greater function / department Cooperation across functions / departments Work collaboratively to achieve the set targets and goals
6. Organisation's image and value standards demonstrated and promoted
Collaborate with other teams in the organisation for the benefit of the organisation Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Resource Management	Deliver results through the efficient and effective allocation and use of supplies , equipment and people.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Commercial Focus	Optimize the commercial viability of the organisation.
Relationship Building	Build beneficial relationships with suppliers and stakeholders.
People
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Compliance	Comply with relevant laws and the policies and procedures of the organisation.
Technology Application	Apply technology.

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Business Administration, Project Management	or related technical field
Desirable
Higher Degree incl. Post Grad Cert or Dip	Business Administration, Project Management

Work Knowledge and Experience

1. Excellent client and stakeholder management skills
2. Microsoft Office Proficiency in MS Office Suite
3. Strategy Implementation Ability to translate company strategies into organizational initiatives/activities.
4. Organization Strong organizational skills, detail oriented with an ability to multitask, prioritize, and meet deadlines in a fast-paced environment
5. Leadership Demonstrated track record building team and organizational strength through leadership, partnership, and a high level of integrity
6. Communication Strong verbal and written communication skills. Proven ability to effectively communicate with and interact with all layers and organizations both internal and external clients
7. Problem Solving Demonstrated ability in problem-solving and analysis identifies issues, analyzes information to assess root cause, improvement opportunities, and associated risk. Demonstrated ability to anticipate, mitigate, and resolve conflicts across workgroups.
8. Risk Assessment Strong track record in identification of risk

Requirements

Language Proficiency
Excellent command of English

Interactions

Interaction	Comments
Internal
All employees
Management Team
External
Suppliers
Statutory Authorities
Vendors and Suppliers
Clients

Attributes

Attribute	Definition
Behavioural Styles
Accountable	Assumes full responsibility for own actions and identifies with the success or failure of own part of the overall work/goal.
Achiever	Puts in effort to achieve a desired result or goal and is motivated by this end and the overall accomplishment.
Reliable	Is able to be trusted to do what is expected or has been promised, puts in a great amount of effort believing in the value of work.
Interpersonal Styles
Objective	Impartial and honest in dealings with others, eliminating own feelings and view to reach a balanced judgement.
Perceptive	Shows keen insight and understanding of issues or situations.
Team Oriented	Enjoys being with others as part of a group or team.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Concrete thinker	Focuses on the tangible experiences of actual things or events.
Well organised	Controls tasks in a well thought out and critical manner.
Flexible/Adaptable	Readily accommodates changing circumstances, modifying own behaviour and/or views. Able to adjust easily to new conditions.