Corporate Law Firm Head of Operations Job in Nairobi, Kenya

Job Title: Head of Operations
Job Code: HoO/MA/160629
Number of Positions Open: 1
Reports To: Partnership Board
Location: Nairobi, Kenya
Closing Date:  Open Until Filled
Summary: Our client a leading Kenyan Corporate law firm who provide thorough legal solutions for its clients.

 

Job Objective: The Head of Operations reports to the Partnership Board and has overall responsibility for all functions of the firm related to its day to day operations.
She/he will maximize the effective and efficient management of the operations side of the business and to the greatest extent possible, have responsibility for firm operations. 
The Head of Operations will have overall responsibility in the areas of human resources and administration, accounting/finance, facilities management and information technology. She/he will also participate in the areas of business development and knowledge management.
Primary Responsibilities:
1. Develop and implement the Firm’s business and strategic Plan
  • Coordinate the management team and Partnership Board in developing the firm’s strategy, business plans and budgets.
  • Implement the firm’s strategy, business plans and budgets as approved by the Partnership Board on the operations side of the business.
  • Assisting the Partnership Board and staff with the development of long range and annual plans, and with the evaluation and reporting of progress on plans.
  • Ensure that the business operating objectives and standards of performance are understood and owned by heads of departments of the business.
  • Implement business plans and budget and monitor the firm’s progress in achieving strategic goals and objectives.
  • Work with individual partners and staff to ensure their departments’ annual and long-term objectives are in line with the firm’s overall plans and monitor the achievement over time.
  • Provide day to day leadership and management that mirrors the business vision and core values.
2. Manage the Operations:
  • The Head of Operations will serve as the firm’s chief operating officer and will lead, manage and remain in control of all operational matters within the firm as particularized below. The Head of Operations will be responsible for the firm’s overall management as particularized below and will:
  • Oversee all the firm’s non-legal practice committees, projects and other working groups and coordinate the tasks to be performed and the timetables.
  • Supervise the firm’s support and administrative function and ensure the function is adequately resourced with qualified and dedicated staff. This will include meeting with these people to set target, supervise and coordinate their work, and to be kept informed of developments.
  • Oversee the development of policies, standards and procedures and be accountable for the implementation and enforcement of firm policies, standard and controls and to monitor practices at the operational level.
  • Recommend to the Partnership Board such actions as may appear from time to time necessary in order to secure the smooth running, management, profitability and leadership of the firm.
3. Financial Management
  • Participate in formulation, implementation and achievement of both financial and operational objectives i.e. financial budget and operational processes and procedures to maximize on market share growth and overall profitability of the business.
  • Monitor and report to the Partnership Board monthly on the firm’s financial performance, both on the revenue side, including oversight of time posted, billing, unbilled work in process, accounts receivable, collections, realization rates, billable hours, and cash position and on the expense side, including budgetary compliance and approval of non-budgeted expenses.
  • Ensure overall financial soundness of the firm, by addressing the firm’s capital and debt structure, investigate all financial malpractice and review all long-term financial obligations.
  • Manage firm wide client profitability analysis.
  • Direct the accounting and finance functions and ensure that appropriate accounting controls, procedures are in place.  This includes billing, financial reporting, general ledger accounting, profitability analysis, variance analysis, income tax planning, banking, investment, payroll, trust accounting, and other financial management functions.
  • Oversee the preparation of the annual budget for the firm and present to the Partnership Board for approval.
  • Continuously monitor and manage firm’s approved budget throughout the year.
  • Represent the firm, in dealings with its banks, auditors, tax authorities and other financial related firms/institutions.
4. Human Resource Management
  • Oversee the hiring and orientation of new personnel and be ultimately responsible for ensuring effective and professional recruitment, interviewing, and hiring practices, and orientation of new personnel.
  • Ensure that the correct level of skills, education and experience are identified for management positions and to recruit adequate persons to fill these positions in addition to ensuring succession planning across the entire business. To additionally ensure key talent within the business is constantly engaged and retained.
  • Develop and implement firm wide performance evaluation and staff development systems and processes.
  • Oversee all staff development initiatives including training, mentoring, and review of all personnel, and the professional development and promotion of individual advocates and staff members.
  • Supervise the termination of all personnel within the firm, except partners (the authority to recruit and terminate partners is matter reserved for the Partnership Board).
  • Develop and ensure compliance with all firm-wide policies, standards and procedures including operations, hiring, training, compensation, counseling, disciplining, benefits administration, employee relations and all other human resource management functions.
  • Review benefit programs and recommend to the Partnership Board necessary changes and manage changes to existing programs as appropriate.
  • Maintain close contact with the employees in person and through key managers to ensure feedback opportunities, maintenance of good morale and a high standard of staff integrity and honesty.
  • Foster and enable a success oriented and accountable environment within the business.
5. Systems Management
  • Lead and collaborate with the management team to develop and implement plans for the operational infrastructure of systems, processes and employees aligned to the larger business vision.
  • Develop in conjunction with management service solutions that deliver cost operational cost savings to the business and value to the customer both in terms of interactive efficiency and cost.
  • Oversee IT systems (analysis, development, design and implementation), process review and improvement, information services, records management, information storage and retrieval, library management, office automation, telecommunications and other systems management functions.
  • Ensure adequate mechanisms are in place to measure all processes and procedures both internally & externally
  • Evaluate the performance of the firm’s technology resources, both hardware and software, and identifying potential alternative information technologies. 
  • Oversee major software and hardware upgrades and installations, and assure compliance with client confidentiality and data protection and security laws and policies.
6. Facilities and Office Services
  • Oversee the location, planning, equipping and maintenance of suitable office facilities (including space, leasehold improvements, furniture, fixtures and equipment) and the purchasing, inventory control, records storage, reception services, telecommunications, mail, messenger and other facilities management functions
  • Supervise and work with landlords, real estate brokers or consultants as required. 
  • Review and monitor all leases for office space to ensure compliance with all terms and conditions
7. Business Development
  • The Head of Operations shall be the Chair of the firm’s marketing committee.  The committee is:
  • Responsible for supervising the firm’s marketing initiatives, especially the external aspects of the program, such as, client seminars, Web page listings, Firm information and firm brochures, submissions to ranking organizations (Chambers & IFLR) and other marketing material.
  • Responsible for supervising the firm’s business development initiatives and coordinating individual partners, practice heads and administrative staff to ensure the firm is represented at events.
  • Assists Heads of Practice and advocates in developing and enhancing client relations as needed, forecasting business opportunities, planning business development, and enhancing the firm’s visibility and image in the desired markets.
  • Responsible for identifying and initiating strategies that will add growth to the business to ensure its long term profitability and survival.
  • Establish and maintain strong close client relationships through close account management that includes regular face to face interface with clients
  • Ensure that emerging trends in the market are clearly identified including risks and opportunities that are associated with emerging trends. This includes competitor activities which must be brought to the attention and focus of management/Partners for strategic discussion and direction on way forward.
8. Knowledge Management
The Head of Operations is a member of the Knowledge Management committee and supervises any staff undertaking this role.

9. Oversee the entire infrastructure of the firm and be responsible for the efficient use and effective operation of the firm’s infrastructure, which includes its office space, library, facilities, and telecommunication and IT systems.

10. Oversee the firm’s annual calendar and establishes dates and deadlines for key events including annual budgets, performance appraisal and coordinates various meetings for the partners, practice groups, and committees, as well as firm functions and events.

11. Act as the manager of the firm for purposes of the Limited Liability Partnerships Act and ensure the firm fully complies with all applicable laws and legal requirements including tax obligations.
12. General
In addition, they will be expected to:
  • Identify and analyze complex issues and problems in management areas, and recommend and implement solutions
  • Manage office functions economically and efficiently, organize work, establish priorities and maintain good interpersonal relations and communications with advocates and support staff
  • Demonstrate strong supervisory and leadership skills and willingness and ability to delegate
  • Maintain a clear communications path with management/Partners so that key issues confronting the business are promptly identified and kept in focus
  • Maintain strong and ethical reporting standards on the operations of the business to management/Partners.
Education:
  • Degree in Business, Law, Commerce or Finance related field, professional qualification will be an added advantage
  • Proficiency in Microsoft Office
  • MBA will be an added advantage
Experience, Skills and Attributes:
  • At least 9 years of working experience in both Administrative and Financial & HR systems
  • Understands needs and unique challenges of professional services firms and Partnerships
  • Excellent interpersonal and communication skills
  • Excellent command of English
  • Able to plan prioritize and organise the workloads ensuring compliance   of processes and procedures set.
  • Fluency in English is mandatory
  • Should possess excellent research as well as computer skills
  • Focused on performance and results
  • Poised to work under pressure with high energy and drive
  • Self-starter with high degree of resourcefulness requiring minimal supervision
  • Contributor to the team attention to detail and accuracy
  • Maintain confidentiality
  • Leadership and people management at senior level
  • Ability to clearly and effectively communicate recommendations and proposals to the Partnership Board
  • Ability to successfully implement and operationalize decisions and policies of the Partnership Board
How to Apply:
Interested candidates holding the necessary requirements, good performance and / or references are encouraged to apply with detailed CV’s, inclusive of names and contacts of 3 referees, current telephone number and email address by scrolling down and clicking on: Head of Operations


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