The Ugandan Jobline

• Provide oversight on all operations
  functions, including transport, security, IT and facilities.
• Oversight of country office and project
  inventory in accordance with USAID regulations, cooperative agreement
  requirements, MSH policy and other donor regulations when necessary.
• Coordinate with relevant MSH project staff to
  ensure effective and efficient support to projects
• Function as an active member of the COMU
  Team, participating in COMU meetings, providing updates, acting on
  decisions in a timely manner.
• Draft SOPs for review and approval by the
  COMU Director.
• Render support to staff to understand and
  implement SOPs, rules and regulations
• Manage and supervise unit leads

• Ensure a safe and conducive physical office
  environment for MSH Uganda. Ensure that furniture and equipment is
  adequately allocated to staff to support performance of their duties.
• Ensure proper office maintenance services
  such as cleaning, repairs, utilities, generators, reviews invoices and
  payment requests from providers of such services
• Ensure that inventory is managed according to
  rules and regulations and that complete inventories of equipment are
  maintained and reported for all projects in accordance with MSH policies
  and respective donor regulations. Establish system to ensure safe keeping
  and usage all in-country property under MSH stewardship, including proper
  insurance of assets. Coordinate dispositions as approved.
• Ensure proper maintenance of office furniture
  and equipment, liaising with maintenance contractors.
• Work closely with the COMU Director to
  maintain overall office security; safe keeping of office keys, and address
  ALL issues concerning the security of staff in the offices. Be the main
  contact with external security companies and coordinate their activities,
  including monitoring their contracts. S/he is a member of the security
  team
• Work in liaison with the COMU Director, serve
  as the primary liaison with the property manger and/or landlord to resolve
  outstanding issues. Responsible for maintaining lease/rental agreement,
  refurbishment, maintenance and upkeep of office space, both at the Kampala
  central office and in district locations.
• Coordinate and ensure a conducive environment
  for holding internal and external workshops and trainings that take place
  at MSH premises. Take the responsibility to prepare timelines towards all
  major workshops and event and distribute to key relevant staff members assigned
  to handle the activities.
• Ensure efficient usage of office supplies,
  including stationary and other supplies, by developing systems for
  ordering, monitoring and reporting

• Protect company’s property and staff by
  maintaining a safe and secure environment
• Maintain office security by conducting
  physical security inspections of facilities, including entry control;
• Co-ordinate with local authorities (police,
  military, political and humanitarian) and counterparts
• Significantly contribute to the
  implementation and evaluation of the effectiveness of the security plan;
• Ensure that fire detection devices and
  fire-fighting equipment are available on the premises; coordinate and
  conduct fire drills and training as necessary
• Supervise and manage third party service
  providers, including the security guard services
• Assess prevailing local security conditions,
  identifying security trends and advising management
• Maintain continuing lines of reporting and
  communication with the Security Service Division; Prepare security
  reports, updates and conduct briefings, as required; Report and
  investigate security-related incidents involving MSH staff members

• Provide senior-level leadership and
  direction, coordinating with other project staff to ensure that project
  expectations are met, cost are controlled and fleet is well maintained and
  the appearance of our drivers, and vehicles are up to our standards.
• Ensure that the Fleet and facilities units
  provide a customer service / client oriented service which is seen to add
  value to all Projects/Programs
• Ensure proper planning and management of
  staff travels, both local and international, including hotel reservations,
  purchasing of tickets, drop-off and pick-up at the air port and organize
  local travel, all other associated matters and ensure these are made in
  accordance with MSH policies and procedures
• Ensure efficient management of the transport
  services, including vehicle fleet management, transport scheduling and
  records management.
• Responsible for logistics for STTA staff and
  consultants, workshops and meetings to ensure smooth and timely
  implementation, according to established MSH and donor policies and
  procedures.
• Responsible for the security and safety of
  MSH vehicles and their occupants
• Keenly analyze fleet management data and
  submit weekly reports for review by the COMU Director
• Give guidance on best way to manage fleet
  effectively and efficiently

• Actively participate in risk register
  implementation, and take proactive steps to mitigate risks within
  operational functions
• Directly mentor and supervise the Transport
  Officer and the Facilities Officer, and be accountable for their
  performance management (including regular results, check-ins, formal
  appraisals, supportive supervision, rewards, training, coaching and career
  development support)
• Ensure actions are governed by the highest
  standards of personal and business conduct as stipulated in policy
  guidelines.
• Contribute to maintaining teamwork,
  discipline sound work relationships and productivity
• Ensure that unit staff do charge their time
  to the different Programs/Projects/Country Office in a manner which
  accurately reflects their level of effort.
• Ensure timely submission of required
  administrative reports and other information as needed to the COMU
  Director, Project Director(s), the country Operations Support Team (OST),
  Centers, projects, or corporate offices.

• The applicant should hold an advanced
  University degree in Business studies, management or related field
• A minimum of five years’ experience in
  Administration or operations management with International Donors program
  funds
• Previous exposure and experience managing
  USG-funded programs with significant operations management experience,
  preferably in Uganda with regional field experience, strongly preferred.
• Familiar with compliance to USAID Rules and
  Regulations governing Operations Federal Acquisitions Regulations
• Strong leadership, mentoring, management,
  planning, analytical and organizational skills demonstrated by agility,
  ability to work both independently and within a team, assess priorities,
  and manage a variety of activities with attention to detail, analysis and
  reporting, analysis and responsiveness.
• Proven leadership and capacity in negotiation
  and conflict management.
• Significant experience in the provision of technical
  assistance to staff, organization and training
• Excellent analytical, oral and written
  communication skills with fluency in English.
• Computer literacy i.e. proficiency with
  computer programs such as Excel, access and other web-based systems
• Respectful and ability to pay attention to
  detail
• Proven high level of integrity
• Ability to work on own initiative/proactive
  attitude

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