American Refugee Committee (ARC) International NGO Jobs – Operations Coordinator

Organisation: American
Refugee Committee (ARC) International
Duty Station: Kampala,
Uganda
About ARC:
The American Refugee Committee
(ARC) International is an International nonprofit, nonsectarian organization
that provides humanitarian assistance and training to millions of beneficiaries
around the world. The ARC seeks to promote peaceful and safe communities where
men and women have equal rights and communities can access locally owned,
high-quality services.  
Job Summary: The Operations
Coordinator will be responsible for overseeing all operational support cells
(Admin, Procurement, Logistics, IT, constructions and Security) for ARC Uganda.
The Operations Coordinator works closely with Senior Programs Coordinator, HR
Manager and Finance Controller to ensure effective communication and
coordination.
Key Duties and Responsibilities: 
1. Operations Management:
  • Ensure
    overall operation department’s support for smooth running of programs as
    required
  • Directly
    supervise and coordinate the In-charges of the operations department
    (Admin, Logistics, Procurement, IT and Security) and provide direction to
    Operations field staff
  • Ensure
    and facilitate efficient and effective coordination within operations
    department and between operations and other various departments to ensure
    a results-oriented approach
  • Implement,
    document and ensure that all ARC operations (Admin, Logistics,
    Procurement, IT and Security) policies and procedures are applied at all
    times by all staff and propose/develop improvements when required, in
    close cooperation with the Area Coordinators,  Senior Programs Coordinator,
    Logisticians, IT In-charge and the CD
  • Actively
    promote continuous training and mentoring to operations staff including
    identification of capacity building opportunities
  • Actively
    participate in weekly, quarterly, and other coordination meetings as
    required
  • Take
    part in Grant Opening and Closing meetings to incorporate operations
    planning into overall project planning and evaluation
  • Ensure
    regular communications are maintained between the field sites and the
    Kampala office
  • Participate
    in hiring of the operations staff.
  • Ensure
    preparation of reports as required and in accordance with deadlines
2. Administration Function:
  • Provides
    office services by implementing administrative systems, procedures, and
    policies; monitoring administrative projects; maintaining suggestion
    program.
  • Quickly
    resolves administrative problems by analyzing information; identifying and
    communication solutions.
  • Maintains
    continuity of work operations by documenting and communicating needed
    actions to management; discovering irregularities; determining continuing
    needs.
  • Guides
    employee actions by researching, developing, writing, and updating
    administrative policies, procedures, methods, and guidelines; communicating
    developments to management.
  • Completes
    administrative projects by identifying and implementing new technology and
    resources; redesigning systems; recommending re-deployment of designated
    resources.
  • The
    Operations coordinator should be a Member of the Senior Management Team
    (SMT) meetings.
3. Logistics, Procurements,
Legal issues and IT:
  • In
    charge of procurement management and support to ensure that there is no
    disruption in the support necessary for ongoing program activities as well
    as operational requirements
  • Ensure
    that all procurement is done according to ARC guidelines (and donor
    requirements where necessary).
  • Carry
    out spot checks to ensure compliance with ARC guidelines (inventory
    control, fuel usage, procurement, warehouse control, etc.)
  • Ensure
    that all reporting for the logistics department is completed accurately
    and in a timely fashion; where necessary, train national staff to produce
    high quality reporting.
  • Enforce
    the Standard Operating Principles (SOPs) as they relate to the role of the
    logistics department.
  • Ensure
    proper and sufficient equipment is in place and well maintained for smooth
    functioning of ARC IT department and maximum preservation of assets
  • Intuitively
    review, revision and institutionalization of operations policies and
    procedures per ARC guidelines
  • Ensure
    warehousing and inventory of assets according to ARC policies and procedures
    as well as donor guidelines
  • Ensure
    that all administrative requirements and documentation are updated and
    respected (ARC Uganda registration, taxes, expatriate and office housing
    contracts, etc)
  • Manage
    in-country visa requirements issues for expatriate staff
4. Construction:
  • Upon
    request from Program’s department with regards to program –related construction
    work, initiate the process of advertisement for obtaining quotations along
    with the bill of quantities from the interested contractors, including the
    process of bid-opening, analyzing and selecting of contractors
  • Prepare
    contracts and negotiate revisions, change and additions to contractual agreements
    with the contractors
  • Ensure
    that the contractor strictly adhere to agreed timelines with regards to
    the overall construction phase and that any delays should be justified in
    writing
  • Take
    actions to deal with the results of delay, bad weather, or emergencies at
    construction site
  • Intuitively
    review all request for payment by contractors ensuring that all such
    requests are within the reasonable construction accomplishment timeline.
5. Security:
  • Assume
    overall responsibility for the security and safety of program staff and
    assets.
  • Develop
    and continually update written security procedures and protocols.
  • Coach
    and train staff where necessary in safety and security procedures and
    protocols
  • Work
    closely with UN organizations and international agencies on security
    matters when required
  • Design/conduct
    training based upon security “best procedures” for staff
  • Make
    and maintain contact with security focal points at the national and local
    level to ensure steady exchange of updates around security in country
  • Take
    active participation in the on-going monitoring of the security situation
    and update security situation regularly
  • Provide
    security clearance with respect to any travels.
  • Update
    visitors on security situation before and after arrival in Uganda
  • Guide
    the Country Director on steps necessary to take on any emergency security
    situations
6. Representation:
  • Establish
    a good rapport with local and national level administrative, labor,
    customs, immigration, and other officials to ensure that ARC projects
    conform to local laws and customs and to minimize bureaucratic restraints
    on project implementation.
  • Establish
    good rapport with other INGO’s and humanitarian actors
  • Attend
    all meetings organized to discuss security and logistical issues impacting
    ARC operations on the ground (UNDSS, security meetings, etc)
Qualifications, Skills and Experience: 
  • The
    ideal candidate for the American Refugee Committee Operations Coordinator
    should hold a degree in Logistics, Procurement, Business Administration
    with CIPS certification
  • Five
    or more years’ experience in Admin, logistics, procurement, IT, and
    security management with an International NGO.
  • Past
    experience having managed operations (including security) in
    conflict-impacted setting
  • Significant
    experience in guiding and influencing teams of senior professional staff.
  • Excellent
    cross-cultural communication skills
  • Excellent
    staff capacity building and training skills
  • Computer
    literacy skills
  • Demonstrated
    ability and flexibility to adapt to changing requirements
  • Possess
    willingness to work for long hours/ weekend as may be required
  • Highly
    developed organizational, liaison and communication skills is an advantage
  • Excellent
    interpersonal relationship development skills
  • Strong
    problem-solving, analytical and decision-making skills
How to Apply: 
All suitably qualified and interested
applicants should send an application letter together with curriculum vitae via
email only to this address:
The Human Resources Manager
American Refugee Committee
International
Kampala, Uganda
Email to:  jobs@arc.co.ug
Deadline: 31st December, 2014.
NB: Only
Short-listed candidates will be contacted.
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Visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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