The Ugandan Jobline

• 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

• 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.

• 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

• 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.

• 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

• 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)

• 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

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