OPERATIONS STRUCTURE & RESPONSIBILITY
PROPOSAL
This proposal outlines a structured operational system for managing the three active construction
sites (Bulbula, Dole, and Negele), each located 18–25 km apart. The new structure is designed to
improve efficiency, reduce delays, prevent material loss, and enable clear reporting and
accountability across all operations.
1. Position: Petty Cash & Payroll Officer
Purpose: Ensure continuous cash flow on site, timely worker payments, and accurate financial
documentation.
Key Responsibilities:
- Manage petty cash float and ensure uninterrupted workflow.
- Record all expenses with receipts and request top-ups when cash reaches minimum level.
- Prepare weekly/bi-weekly payroll based on site requirements.
- Coordinate with the head office for large-sum payments exceeding petty cash limits.
- Maintain accurate documentation of all financial activities.
Daily Report Includes:
- Petty cash balance
- Expense summary
- Pending payments
- Payroll preparation status
- Large payment request updates
2. Position: Material Supply & Logistics Coordinator
Purpose: Ensure timely delivery of required materials and efficient management of all project
vehicles.
Key Responsibilities:
- Collect material requirements daily from each site with project manager approval.
- Plan procurements 3–4 days in advance to avoid delays.
- Coordinate purchases from Addis Ababa, Hawassa, and Shashamane.
- Assign and control movement of all vehicles (ISUZU, pickup, two Sino trucks).
- Prevent material shortages and follow up on all logistics operations.
Daily Report Includes:
- Material requests received
- Purchases made
- Deliveries completed
- Vehicle movement log
- Risks or delays
3. Position: Material Control & Inventory Officer
Purpose: Protect company resources by tracking all materials, machinery, and consumables across
sites.
Key Responsibilities:
- Record daily inflow and outflow of all materials.
- Track usage rates of cement, gravel, oil, diesel, and other consumables.
- Monitor machine locations, usage, and maintenance needs.
- Provide accurate daily inventory data and identify any misuse or loss.
Daily Report Includes:
- Material balances
- Daily consumption
- Machine locations
- Fuel and oil usage
- Any identified wastage
4. Position: Operations Supervisor
Purpose: Oversee the three officers and ensure accuracy, coordination, and proper reporting.
Key Responsibilities:
- Receive and verify all daily reports from assigned officers.
- Ensure issues are addressed immediately and escalate when necessary.
- Coordinate site and head office communication.
- Deliver one consolidated daily report to top management.
5. Proposed Reporting Structure
General Manager (You)
■
■■■ Operations Supervisor
■■■ Petty Cash & Payroll Officer
■■■ Material Supply & Logistics Coordinator
■■■ Material Control & Inventory Officer
6. Expected Benefits
- Reduced operational pressure on single individuals
- Clear accountability and responsibility
- Zero material shortages and improved site continuity
- Faster response to financial and material needs
- Complete visibility of materials, vehicles, and consumables
- Accurate daily data for informed decision-making
- A scalable and professional operational structure