Job Title: Operations Coordinator
Organization: AMREF Health Africa
Reports to: Administration Manager
Duty Station: Kampala, Uganda
Ref: Amref Health Africa/UCO/1180/2014
About AMREF:
AMREF is the largest indigenous health development non-governmental organization based in Africa. Working with and through African communities, health systems and governments, AMREF aims to close the gap that prevents people from accessing their basic right to health. AMREF is headquartered in Nairobi, and has programmes in Kenya, Uganda, Tanzania, Ethiopia, Southern Sudan, South Africa and West Africa. Employing over 1000 staff and with an annual operating budget of approximately $70 million, AMREF is a knowledge resource for donors and partners.
Job Summary: The Operations Coordinator will be overseeing Fleet, Security, Assets Management and Disposal. The incumbent will work with teams to design strategies of ensuring sustainability of operations at all levels in the Uganda Country Programme. The job holder will ensure adherence and compliance of Amref Health Africa policies and procedures with respect to the respective departments.
Key Duties and Responsibilities:
1. Fleet Operations:
- The job holder will oversee computations and prepare monthly reports on cost recovery on vehicle mileage from the various projects using pooled vehicles on a regular basis.
- The incumbent will prepare monthly vehicle reports for all the Amref Health Africa fleet
- The job holder will technically support in ensuring that an effective fuel and vehicle maintenance monitoring system is established to promote efficiency and effectiveness in vehicle use.
- The job holder will create and manage allocated budget lines, incorporating transport related needs, procurement and repairs of vehicles within these budgets, in accordance with the Amref Health Africa fleet administration systems.
- The incumbent will draw a plan on disposal of old vehicles and guide management accordingly.
- The job holder will work closely with the team analyze data stating the status of vehicles and determine when damaged vehicles should be repaired, to maintain car condition and resale value.
- The job holder must be able to arrange for re-training and re-certification of drivers and registration and re-certifications of vehicles.
- The job holder will arrange to have weekly meetings with the team for updates. Responsible for the certification of drivers and registration and re-certification of vehicles.
- The job holder will arrange to have weekly meetings with the team for updates.
2. Security Operations:
- The job holder will be the security focal point in the country responsible for overseeing provision of security in the country program.
- Oversee effective maintenance and insurance of all organizational assets
- The job holder will be in charge of establishing, managing and updating security guidelines, policies and procedures.
- Recommend training for Amref Health Africa staff in occupational health and safety;
- Provide overall management on safety and security for AMREF assets and staff at all times
- Ensure that all staff have a conducive working environment with optimal use of organizational resources
- The incumbent will oversee and coordinate security of Amref Health Africa personnel (at work), visitors, suppliers and properties.
- The job holder will be on call on a 24 hours x 7 days basis for any emergencies occurring
- The job holder will supervise Security guards in inspecting incoming visitors and adjust security systems, equipment and machinery to ensure operational use e.g. lights, alarms and monitor and record mileage of company vehicles during exit and entry.
- The job holder will conduct site reviews, writing security audit/review reports, reviewing findings, and making recommendations to management.
- The job holder will maintain, review the security telephone tree and other emergency communications systems regularly.
- The incumbent will be responsible for performing annual risk analysis for the country, particularly with respect to level of crime, terrorism, workplace violence, threats from natural and manmade disasters.
- The job holder will ensure that all recoveries/contingency plans and/or procedures are always kept up to date.
- The job holder will prepare security advisories to all staff on the general security situation / specific incidents and heightened threat periods and advice on risk mitigation measures.
- The job holder will oversee and coordinate the work of the outsourced security companies and will set up systems for dealing with their administration.
- The job holder will ensure that all security related payments are prepared and reconciled on time
3. Stores and Assets Management:
- The job holder will manage computations and the preparation of monthly reports on cost recoveries for office supplies and storage space.
- The job holder will oversee the management of the organization assets in accordance to the organization policies and verifying the assets register on a regular basis.
- Oversee the disposal of obsolete items and come up with a clear disposal of assets system.
- Ensure value for money principle in terms and conditions of purchase.
- Keenly track assets movement in and out of the organization.
- Compile and prepare monthly reports
Qualifications, Skills and Experience:
- The Operations Coordinator must hold a good University Degree in Business Administration, Social Sciences, Logistics Management or closely related area.
- Past experience in development and implementation of policies, programs, organizations and work procedures; management of personnel; office management in such areas as equipment
- Strong background and work experience in operations management
- Persuasive with details and facts
- Ability to delegate responsibilities effectively.
- Additional Professional training and membership to relevant professional bodies is an added advantage (CIPs, Inventory Management etc).
- Ability to process multiple tasks simultaneously.
- Ability to work on own initiative and very highly motivated.
- Highly flexible
- Excellent organizational skills characterized by strong listening skills, an eye for detail and proactive follow through of the set priorities.
- Have a positive attitude at all times.
- Be highly motivated and able to take initiative and to work with minimal supervision.
- Demonstrate professional maturity and ability to maintain strict levels of confidentiality.
- Well versed with relevant policies according to need e.g. Disposal in conjunction with PPDA
How to Apply:
If you would like to join a dynamic team and help bring lasting health change in Africa, please quote reference number xxxx and send a copy of your updated CV, together with a cover note/application letter, which should include evidence of competence against key criteria, remuneration requirements and contact details of three recent work-related referees, addressed to the Country Director, AMREF Uganda by email to [email protected] Emails should not exceed 2MB.
NB: Only short-listed candidates will be contacted.
AMREF is an equal opportunity employer and has a non-smoking environment policy.
Deadline: 13th July 2014
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