OPERATIONS & FACILITIES ASSOCIATE

About Zach Levi & Associates

Zach Levi & Associates is a leading data advisory and business solutions firm dedicated to helping organizations optimize performance, achieve strategic objectives, and drive sustainable growth.

We are passionate about delivering innovative solutions that enable our clients to operate more effectively and efficiently. Our culture is built on professionalism, excellence, collaboration, and continuous improvement.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Operations & Facilities Associate to provide critical operational, administrative, and facilities management support for a health-focused international non-profit organization.

This role is ideal for a professional who enjoys creating order, improving processes, coordinating multiple stakeholders, and ensuring that workplace operations run smoothly and efficiently. The successful candidate will oversee office facilities, vendor relationships, procurement support, workplace compliance, and operational coordination while contributing to a productive and well-managed work environment.

Create job profile

The ideal candidate should be self-motivated, dependable, and capable of identifying and resolving issues before they impact operations.

Key Responsibilities

1. Facilities Management & Workplace Operations

• Oversee the day-to-day management of office facilities and administrative operations.
• Ensure a clean, safe, secure, and professional working environment.
• Coordinate office maintenance, repairs, renovations, and facility upgrades.
• Manage office utilities and ensure uninterrupted operational support services.
• Supervise cleaning, landscaping, fumigation, security, and facility service providers.
• Monitor workplace safety standards and ensure compliance with health and safety regulations.
• Maintain office equipment and coordinate repairs or replacements when required.
• Ensure adequate stock levels of office supplies and operational materials.

2. Vendor & Contractor Management

Demographics

• Serve as the primary point of contact for vendors, contractors, and service providers.
• Manage relationships with suppliers across multiple service categories, including:
  • Security Services
  • Cleaning Services
  • Catering Services
  • Transportation Services
  • Accommodation Providers
  • Utilities and Maintenance Providers
• Monitor vendor performance against agreed service standards and contractual obligations.
• Coordinate service schedules and ensure timely delivery of services.
• Assist with sourcing and evaluating suppliers in line with organizational procurement policies.
• Maintain vendor records, contracts, and performance reports.

3. Procurement & Administrative Support

• Support procurement processes, including obtaining quotations, vendor comparisons, and purchase requests.
• Ensure procurement activities comply with organizational policies and procedures.
• Coordinate the acquisition of office supplies, equipment, and operational resources.
• Maintain procurement records and supporting documentation.

4. Operational Planning & Coordination

Ghana job market

• Coordinate logistics for meetings, workshops, training sessions, and organizational events.
• Support scheduling activities and ensure operational timelines are effectively managed.
• Assist departments in planning and executing operational initiatives.
• Track action items and follow up on operational deliverables where necessary.

5. Reporting & Documentation

• Prepare periodic reports on facilities management, operational activities, vendor performance, and expenditures.
• Maintain accurate records and documentation relating to office operations.
• Monitor operational expenses and provide updates to management.
• Support data collection and reporting activities related to operational performance.

6. Compliance & Process Improvement

• Support compliance with organizational policies, procedures, and regulatory requirements.
• Assist in implementing and monitoring workplace health and safety initiatives.
• Contribute to the development and improvement of operational procedures and systems.
• Identify opportunities to improve efficiency, effectiveness, and service delivery.
• Support organizational audits and compliance reviews when required.

Qualifications & Experience

Educational Requirements

• Bachelor’s Degree in:
  • Business Administration
  • Public Administration
  • Social Sciences
  • Operations Management
  • Logistics and Supply Chain Management
  • Or a related discipline from a recognized institution.

Experience

• Minimum of two (2) years’ relevant professional experience in:
  • Operations Management
  • Facilities Administration
  • Office Administration
  • Procurement Support
  • Vendor Management
  • Project Coordination

Experience supporting international NGOs, consulting firms, development organizations, or corporate environments will be an added advantage.

Required Skills & Competencies

Technical Competencies

• Facilities Management
• Office Administration
• Vendor & Contract Management
• Procurement Processes
• Event and Logistics Coordination
• Operational Planning
• Health & Safety Compliance
• Report Writing and Documentation
• Budget Monitoring
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Behavioral Competencies

• Strong organizational and planning skills
• Exceptional attention to detail
• Proactive and solution-oriented mindset
• Strong communication and interpersonal skills
• Ability to manage multiple priorities simultaneously
• High level of accountability and professionalism
• Strong analytical and problem-solving skills
• Ability to work independently with minimal supervision
• Adaptability and resilience in a fast-paced environment

What We Are Looking For

The ideal candidate will be someone who:

• Takes ownership of tasks and follows through to completion.
• Anticipates operational challenges and addresses them proactively.
• Thrives in dynamic and fast-paced environments.
• Maintains high standards of organization and professionalism.
• Enjoys creating efficient systems and improving workplace operations.
• Works effectively with diverse stakeholders and service providers.

Why Join Us?

At Zach Levi & Associates, you will have the opportunity to:

• Work in a professional and collaborative environment.
• Contribute to meaningful projects that support impactful organizations.
• Develop your operational, administrative, and project coordination skills.
• Gain exposure to international development and consulting environments.
• Be part of a team that values innovation, excellence, and continuous improvement.