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| University Research Co., LLC |
Senior Operations Manager job Post
Location: Jobs in Uganda 2021 - 2022
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 05 January 2023
Hiring Organization: University Research Co., LLC
Job Details:
Overview:
• URC is seeking an experienced Sr. Operations Manager for the USAID Uganda Health Activity (UHA), a five-year program. The purpose of UHA is to support the Government of Uganda’s (GOU’s) efforts to increase the survival and well-being of vulnerable populations and improve overall health system resilience in seven priority regions. The program will strengthen the quality and availability of MNCH, FP/RH, nutrition, and facility-level WASH services as well as health systems at the regional-, district-, facility-, and community-levels.
Responsibilities:
• The Sr. Operations Manager will ensure effective and timely provision of operations and administrative services to the project through supervision, oversight, guidance and support to operations and administrative staff. S/he is responsible for oversight and management of the following project functions and services: fleet & transport management, procurement of goods and services required to support project operations, physical facilities and general office support services, security, inventory and stores management, in-country air and ground transportation, international travel, filing, and ensuring compliance with USAID regulations, URC-CHS policies and procedures, and Government of Uganda regulations and laws.
• The Sr. Operations Manager will report directly to the Director, Finance & Administration, but work closely with the Deputy Chief of Party (DCOP) for Regional Coordination and Implementation and Regional Program Directors on supporting and overseeing office and field operations from a management perspective. S/He will also be responsible for effective linkages between central office and field level operational issues and challenges and ensuring effective and efficient attention of the senior team to addressing those issues.
• Specific responsibilities include the following:
(a) Work plan development and implementation:
• Participate in work plan development with the entire project team.
• Jointly, with Senior Management Team, coordinate program implementation, including effective provision of administrative and logistic support to district, health facility, community based and other field activities.
• Work with the project technical teams, and the Finance/Administration teams, to plan for and implement detailed and efficient operational support to project supported regions/districts and procurement support to both central office and regional teams.
• Participate in the development of monthly, quarterly, and annual reports.
(b) Project procurements:
• Manage the procurement of goods and services for project operations and ensure compliance with USAID regulations, URC-CHS policies and GoU regulations and laws.
• Work closely with the Deputy Chief of Party (DCOP) Regional Coordination and Implementation and Regional Program Directors to ensure that all supplies required for project implementation are purchased on time to avoid stock outs in line with USAID and Internal URC rules & regulations
• Ensure that competitive procurements are conducted and properly documented as required.
• Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
(c) General Office Administration & Support Services: The Sr. Operations Manager is responsible for ensuring the provision of effective and timely general administrative support services, including management of relationships with third parties contracted to provide services, including security, telephone, internet, waste management and other related services. S/he will also ensure that there are systems in place to secure effective:
• Front desk management – including courteous and professional arrangement of the reception area at all times, timely attendance to visitors, conference/meeting rooms management and scheduling for meetings with internal staff and visitors, etc.
• Professional, courteous, and timely attendance to the switchboard and incoming calls.
• System to receive, sort and distribute mails in a timely manner.
• Dispatch of documents in an organized and effective manner, including securing an audit trail for all dispatches.
Physical Facilities Management:
• Manage the leasing and maintenance of offices and warehouses, residences used by the Activity, both in Kampala, Jinja, Gulu, Mbale and Moroto. This includes determination of project needs for offices, warehouses and residences, identification of multiple choices for selection, engagement of appropriate Activity staff in visiting potential sites, management process of evaluation and selection, and negotiation of leases.
• Ensure that facilities are properly maintained to ensure safety of staff and visitors by engaging high Environmental Health and Safety standards – this will include ensuring that all offices comply with GoU Environment and Health Safety laws and regulations.
• Ensure that home office staff are appropriately involved in reviewing and finalizing leases.
• Ensure lease renewals are processed on time.
Fleet Management, In-Country Travel and Transportation: The Sr. Operations Manager will work with staff and consultants to ensure that in-country travels are planned in advance, including travel advances and management of contracts with service providers. This will include:
• Monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate.
• Ensure project-owned vehicles are properly licensed, insured, maintained and repaired.
• Oversee the selection and utilization of third-party transportation providers used by project staff.
• Together with the DCOP, Director Finance & Administration and Regional Program Directors, establish and employ a system to manage the utilization of a mix of project owned and private transportation services that ensures project needs are met in a timely and cost-effective manner.
• Ensure staff, eligible visitors and consultants arriving in Uganda are met at the airport and transported to their initial destination safely.
Security & Emergencies Management: The Operations Manager is the project Security Focal Point (SFP), and assists the COP in the management of daily duties that pertain to the safety and security of staff, program, and property, which include:
• Organize security training, promote the development of a security management system for the Activity, to be able to take full charge of the organization and facilitation of preparing the Safety and Security Management Plan (SSMP).
• Provide logistic support, elaborate, and guide the security strategy of the Activity as directed by the COP – this includes during emergencies, disasters, evacuations, etc.
• Closely work with the COP and senior management to create business continuity plans and establish a line of succession for delegating authority in the office in the case of sudden evacuation and/ or disaster – including oversight of disaster recovery activities as required.
Inventory & Stores Management: The Sr. Operations Manager will develop and maintain a detailed inventory record of all project resources, including tracking any new additions, write-offs/disposals, movement across offices (and officers), maintenance status, tagging and periodic physical verifications in accordance with URC Asset Management Operating Procedures. More specifically, s/he will, amongst others:
• Ensure all inventory and project assets are insured in accordance with URC policies.
• Ensure all procured inventory is accurately captured and updated on the inventory tracker.
• Ensure implementation of project marking and branding plans on all assets and inventory, which will be engraved and identified with unique numbers.
• Follow up on lost/missing and damaged assets, keep accurate and up to date documentation of such losses/damages for reporting and follow up with the client.
• Ensure separating project staff have surrendered all project assets, updating the inventory tracker appropriately.
• Monitor the usage of expendable supplies (toners/stationery, etc.) ensuring that these are expended judiciously and avoiding any stock-outs.
• Any other duties consistent with this Job Description, as assigned by the immediate supervisor and/ or the Chief of Party.
Knowledge, Skills and Abilities
• Strong leadership, analytical and organizational skills; good time management skills, demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
• Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
• Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients, and consultants.
Qualifications:
Required Experience and Qualifications
• Bachelor's Degree in Business Administration and Master's Degree in Business, Management, Finance, Administration, or other related field.
• Over 10 years’ experience working in a business environment preferably USAID funded programs with demonstrated operational experience and with 6 years at high level of responsibility and integrity.
• Knowledge and/or experience with public health programs in developing countries is desirable.
• Proven track record successfully supervising several staff.
• Demonstrated ability to work in teams.
• Ability to multi-task in a high-paced environment.
• Ability to travel upcountry
• Excellent interpersonal and written communication skills, particularly as related to report development.
• Proficiency with MS Office Suite, with excellent MS Word and Excel skills
This job is open to candidates legally authorized to work in Uganda. No allowances have been budgeted for this position.
Only shortlisted candidates will be contacted.
URC is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce
Application procedure
Interested and qualified? Click here to apply
Date Posted: 2022-12-27
