NGO Jobs – Operations Manager at IDI Uganda

Job Title: Operations Manager
About IDI Uganda:
The mission of the Infectious Diseases Institute (IDI) is to build capacity of health systems in Africa for the delivery of sustainable, high quality care and prevention of HIV/AIDS and related infectious diseases through training, research, and advanced clinical services. IDI has five operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research and Laboratory services (provided through a partnership with the Makerere University-John Hopkins University Core Lab) and Outreach.

Key Duties & Responsibilities:
1. Policies and Procedures
  • Prepare draft policies, procedures and guidelines for senior management consideration and approval; and implement approved policies;
  • Develop operating and maintenance schedules and procedures that ensure high quality standards, continuity of service and cost-effective operation
  • Develop an Environment, Health & Safety Plan for IDI;
  • In conjunction with the DFA, develop management reports for monitoring adherence to quality standards, reliability and cost-effectiveness of operating procedures;
  • Recommend refinements, revisions and additions to policies, procedures and guidelines for more effective operations.
2.     Planning and Budgeting
  • In conjunction with the DFA develop annual operating budgets and a five year capital / replacement budget;
  • In conjunction with the DFA develop a long term Facilities Plan;
  • Monitor monthly expenses against budget, and provide a monthly analysis of significant variances.
3.     Contracting
  • With senior management and architects, review plans for renovations and new construction, and propose concept and design improvements;
  • With DFA, architects and legal counsel, where appropriate, monitor new construction and renovations to ensure that IDI receives timely completion and value for money;
  • Maintain a register of all service contracts for machinery, equipment and facilities maintenance. 
  • Identify service requirements and determine the most economical means to achieve service objectives;
  • In conjunction with the DFA and Procurement Officer review and negotiate service contracts;
  • Monitor the performance of service providers and implement corrective actions when service standards are below expectations;
  • Assess operational and facility requirements for core programs and grant activities, and recommend improvements that anticipate new demands.
4.     Office Services
  • Manage all systems and service arrangements for incoming/outgoing mail, messenger services and deliveries, photocopying, equipment service, security, and others;
  • Coordinate with Procurement Officer for receipt of international shipments, including shipment and customs clearance;
  • Evaluate requirements for office equipment.  Manage the maintenance, repair and requisitioning of office equipment;
  • Evaluate office services and recommend ways in which they can be more efficiently and effectively delivered.
5. Facility maintenance and operations (including external facilities)
  • Lead the development and implementation of building maintenance programs and guidelines for new and existing facilities;
  • Motivate operations staff to strive for excellence in maintenance standards and customer service;
  • Periodically evaluate the cost-effectiveness of direct employment or service contracting for facilities maintenance;
  • Assist program departments with requirements (room set-ups, access, supplies) for routine and special events
6. Security
  • With support from security professionals develop, document and lead the implementation of security, evacuation and emergency procedures;
  • Periodically evaluate the cost-effectiveness of service contracts for security services;
7. Transport/Fleet Management
  • In conjunction with DFA forecast transportation demands; manage the acquisition, insurance and licensing of IDI vehicles; and manage the selection of alternative local transport;
  • Establish a fleet management system; including the procedures, records and controls to ensure the appropriate and cost-effective maintenance and use of IDI fleet vehicles;
  • Analyze motor vehicle usage to detect inappropriate use or maintenance, and take corrective actions;
  • Motivate Drivers to maintain professional standards of service and safety;
Qualifications, Skills & Experience:
  • Ten years of senior experience in Operations Management, ideally in the NGO or private sector;
  • Master’s degree in a relevant field (for example MBA or engineering);
  • Experience in project management of engineering works or management of large, multi-site facilities would be a significant advantage;
  • Demonstrated ability to direct and motivate a diverse and talented workforce.
  • Proven ability to motivate staff to high levels of achievement;
  • Attention to detail and commitment to high quality standards;
  • High ethical standards and commitment to achieving value for money for the organization;
  • Ability to prioritize and supervise multiple conflicting tasks and demands;
  • Ability to anticipate issues and develop proactive solutions;
  • Good oral and written communication skills;
  • Knowledge of procurement procedures and good negotiation skills;
  • Ability to supervise service contractors to ensure quality service and value for money;
  • Proficiency in the use of spreadsheet, word-processing, e-mail, project management and CAD software;
  • Practical knowledge of service and repair requirements for machinery, equipment and vehicles
How to Apply:
Qualified and interested persons who wish to apply may hand-deliver, email or post an application letter with a detailed CV, naming at least two professional referees, to:
The Manager, Human Resources
Infectious Diseases Institute
P. O. Box 22418, Kampala.
hr@idi.co.ug

Deadline: 31stMarch, 2013. Only short listed candidates will be contacted.

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