USAID Project Jobs – Operations Officer at Stop Malaria Project (SMP)

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Job Title: Operations Officer
About SMP:
The Stop Malaria Project (SMP) is a five-year USAID funded initiative awarded in September 2008 The project is being implemented by a consortium of partners- led by the Johns Hopkins University Bloomberg School of Public Health Center for Communication Programme (JHU/CCP). Other Partners include Malaria Consortium; Communication for Development Foundation -Uganda (CDFU) and Infectious Diseases Institute Limited (Id). SMP is recruiting for an Operations Officer for a period of 9-12 months.
Job Purpose: The Operations Officer will be responsible for providing comprehensive project management support services to the Stop Malaria Protect play an active role as a team member of the project team end provide project administrative, management and technical expertise in the implementation and monitoring of the assigned protects.
She / He will develop and maintain productive relationships with the Stop Malaria technical and financial sections and various other external project stakeholders and will work with the project teams to ensure the assigned projects achieve the set goals and objectives on time. The Operations Officer will have a full understanding of the Stop Malaria Project and assigned project funders regulations and will ensure project teams adhere to these regulations in the course of implementation of project activities
Key Duties & Responsibilities:
·         Provide administrative end logistical support related to the procurement, custody and delivery of commodities and general SMP-related supplies and equipment
·         Manage operational/administrative project-related documentation and ensure appropriate electronic and hard copy distribution, filing and archiving
·         Maintain a database of project partners and stakeholders and liaise with them as needed
·         Coordinate protect related travel activities for the project team and activity participants
·         Develop, manage and retire project operational/administrative budgets and advances.
·         Play an active role as an operational/administrative project team member and coordinate the project team efforts by putting in place regular communication mechanisms
·         Ensure operational/administrative protect compliance with Stop Malaria and donor regulations in the implementation and monitoring of protect activities-
·         Develop innovative and needs based project management systems
·         Represent the Stop Malaria Project at relevant meetings and fora
·         Coordinate with technical staff to collect M&E data from zonal offices
·         Identify reliable vehicle hire services in the districts SMP covers and negotiate competitive rates/establish agreements for set rates
·         Coordinate and fulfill supply orders between Kampala and SMP Zonal offices
·         Monitor supply inventory and putting into place a working store monitoring system
·         Maintain an inventory of SMP equipment per USAID requirements and verity the inventory semi-annually.
·         Organize maintenance and repair of office equipment.
·         Create and maintain an efficient system tor vertical maintenance scheduling/ tracking planning and coordination
·         Encourage SMP staff to be proactive about transport requests.
·         Maintain a coordinated quarterly SMP travel schedule, which can be updated monthly and will indicate weekly districts/zones to be visited by staff
·         Ensure CCPs SMP vehicles are comprehensively insured
·         Establish a controlled refusing system (e g introducing fuel-coupons) obtaining credit services with a fuel company, maintaining a fuel card or any other method that will improve on internal controls)
·         Monitor and compare vehicle hire requests with invoices from vehicle hire services rendered.
·         Set up and be the first-line of support tor any SMP office locations, including coordinating furniture supplies and other logistic needs.
·         Ensure an orientation plan is in place for new staff before they join SMP
·         Manage the Administrative Assistant, Office Attendant Receptionist and Drivers (8).
·         Take on additional administrative tasks when necessary.
 Qualifications, Skills & Experience:
·         Demonstrated high degree of integrity
·         Honest and able to manage and account for hinds accurately
·         Must have at least five years demonstrated experience in procurement and logistics management per USAID FAR and other applicable CFR guidelines
·         Must be fluent and communicate efficiency and effectively in English –both written and spoken and familiarity with Luganda.
·         Ability to lead and work effectively as part of a team
·         Strong computer skills including Windows and Microsoft Office applications, specifically Microsoft Word and Excel
·         Experience of internal control procedures
·         Experience working in an NGO environment preference of five years and above
·         Ability to analyze, interpret and present management information and maintain accurate records
·         Energetic self-starter who can see what needs to be done and make it happen
·         Bachelor’s degree or higher in business administration on related field
·         Must have at least Five (5) years experience managing the administrative and operational aspects of an office
Other Relevant Skills:
·         Experience with managing stores including establishing an inventory control systems is an advantage;
·         Experience working and liaising effectively with District and other government bodies.
·         Experience in the preparation of activity budgets and a range of financial and organizational administrative duties;
·         Strong organizational skills and ability to work in a team-oriented environment; ability to work well with others;
·         Previous experience working on USAID-funded projects
·         Communication skills both verbal and written
How to Apply
Please deliver copies of your CV, academic transcripts/testimonials and three professional referees to;
John Hopkins University
Center for communication programmes,
Plot 15 Binayomba Avenue Bugolobi (same street as royal suites, ambrossoli International School) Attn: HR Manager
Deadline: 3rd December, 2012
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