Job Title: Director Operations
Organisation: University
Research Co., LLC (URC)
Research Co., LLC (URC)
Project Name: USAID Applying
Science to Strengthen and Improve Systems (ASSIST) Project
Science to Strengthen and Improve Systems (ASSIST) Project
Duty Station: Kampala,
Uganda
Uganda
Reports to: Chief of Party
About US:
University Research Co., LLC (URC) is a global company dedicated to
improving the quality of health care, social services, and health education
worldwide. With a non-profit affiliate, the Center for Human Services (CHS),
URC manages projects in over 45 countries, including the United States.
improving the quality of health care, social services, and health education
worldwide. With a non-profit affiliate, the Center for Human Services (CHS),
URC manages projects in over 45 countries, including the United States.
About USAID ASSIST Project:
The USAID Applying Science to Strengthen and Improve Systems (ASSIST)
Project is a five-year cooperative agreement (October 2012-September 2017)
awarded to University Research Co., LLC and is dedicated to improving health,
population and nutrition services through technical support to service delivery
institutions, country Ministries of Health, USAID country missions, and
cooperating agencies.
Project is a five-year cooperative agreement (October 2012-September 2017)
awarded to University Research Co., LLC and is dedicated to improving health,
population and nutrition services through technical support to service delivery
institutions, country Ministries of Health, USAID country missions, and
cooperating agencies.
Job Summary: The Director
Operations will be responsible for leading, supervising and managing URC ASSIST
Administrative team towards effective implementation of technical Programs and
general operations in Uganda.
Operations will be responsible for leading, supervising and managing URC ASSIST
Administrative team towards effective implementation of technical Programs and
general operations in Uganda.
Key Duties and
Responsibilities:
Responsibilities:
Program Management:
·
Oversee and ensure effective administrative
Support to all technical teams for successful implementation of all activities
including trainings, workshops, meetings, conferences to achieve the strategic
objectives of the project.
Oversee and ensure effective administrative
Support to all technical teams for successful implementation of all activities
including trainings, workshops, meetings, conferences to achieve the strategic
objectives of the project.
·
Work closely with the technical, admin and
finance departments to ensure timely facilitation and smooth running of the
project activities to achieve the strategic objectives.
Work closely with the technical, admin and
finance departments to ensure timely facilitation and smooth running of the
project activities to achieve the strategic objectives.
·
Actively
participate in work plan development and tracking meetings (annual and
quarterly) with the entire project team.
Actively
participate in work plan development and tracking meetings (annual and
quarterly) with the entire project team.
·
Coordinate
program implementation, including effective provision of’ administrative and
logistic support in office and field activities.
Coordinate
program implementation, including effective provision of’ administrative and
logistic support in office and field activities.
Management and supervision of project procurement, administration
support and operational logistics functions
support and operational logistics functions
·
Overseeing
procurement function and ensure that our procurement processes are done with
due diligence, transparence, efficiency, effectiveness.
Overseeing
procurement function and ensure that our procurement processes are done with
due diligence, transparence, efficiency, effectiveness.
·
Work
closely with the Finance Director to ensure administrative and financial needs
for program activities are efficiently and timely addressed.
Work
closely with the Finance Director to ensure administrative and financial needs
for program activities are efficiently and timely addressed.
·
Work
in liaison with operations team to ensure that all supplies are availed to
staff to enable them work in efficient and effective means.
Work
in liaison with operations team to ensure that all supplies are availed to
staff to enable them work in efficient and effective means.
·
Ensure
compliancy of the procurement process and maintenance of the established
URC/USAID procurement policies; review the PR, PO and negotiation memo.
Ensure
compliancy of the procurement process and maintenance of the established
URC/USAID procurement policies; review the PR, PO and negotiation memo.
·
Oversee
the tracking of project inventory tracking into the URC format including
equipment, furniture and vehicles for sharing periodically with the HQ.
Oversee
the tracking of project inventory tracking into the URC format including
equipment, furniture and vehicles for sharing periodically with the HQ.
·
In
charge of developing and maintaining cost effective, streamlined procedures and
systems to achieve more efficient provision of goods and services.
In
charge of developing and maintaining cost effective, streamlined procedures and
systems to achieve more efficient provision of goods and services.
·
Develop
and maintain cost effective, streamlined procedures and systems to
achieve more efficient provision of goods and services procured.
Develop
and maintain cost effective, streamlined procedures and systems to
achieve more efficient provision of goods and services procured.
·
Oversee
local contract management ensure that contracts, leases and other agreements
are properly prepared, monitored and updated so as to meet agency needs
and to comply with legal obligations
Oversee
local contract management ensure that contracts, leases and other agreements
are properly prepared, monitored and updated so as to meet agency needs
and to comply with legal obligations
·
Ensure
that staff adhere to all URC procurement procedures.
Ensure
that staff adhere to all URC procurement procedures.
Leadership and Supervision of Administration/ people management:
·
Directly supervise the administrative team and
ensure that the team efficiently and effectively supports the technical program
to provide desirable results.
Directly supervise the administrative team and
ensure that the team efficiently and effectively supports the technical program
to provide desirable results.
·
Supervision of the team: Operations Manager,
program officer, Procurement officer, Administrative assistant, the IT support
person and Security Officer and ensure effective performance.
Supervision of the team: Operations Manager,
program officer, Procurement officer, Administrative assistant, the IT support
person and Security Officer and ensure effective performance.
·
Ensure effective team work for Admin &
Finance units and ensure focused Team meetings
Ensure effective team work for Admin &
Finance units and ensure focused Team meetings
Policy and regulation Compliance:
·
Carry out internal audits and reviews, as
required, to ensure compliance with URC standards, donor requirements, and
internationally accepted accounting practices.
Carry out internal audits and reviews, as
required, to ensure compliance with URC standards, donor requirements, and
internationally accepted accounting practices.
·
Stay abreast of donor policies, procedures,
rules and regulations; compile and update applicable local policies; and train
URC’s program staff in these policies.
Stay abreast of donor policies, procedures,
rules and regulations; compile and update applicable local policies; and train
URC’s program staff in these policies.
·
Work closely with COP to ensure efficient
functioning of administrative and logistics processes and maintaining adequate
internal control;
Work closely with COP to ensure efficient
functioning of administrative and logistics processes and maintaining adequate
internal control;
·
Work with the technical staff to ensure project
activities comply with the policies and regulations of USAID, URC and local
labour laws.
Work with the technical staff to ensure project
activities comply with the policies and regulations of USAID, URC and local
labour laws.
Oversee the Security function of the organization: Supervising
the guard and the security company and ensure that work place security is
guaranteed.
the guard and the security company and ensure that work place security is
guaranteed.
Communicating with HQ on operations matters on a regular basis:
·
Communicating with HQ on operations matters on a
regular basis. This includes, working with the project coordinator, contracts
department and other departments on the review and timely approval of various
procurement documentation.
Communicating with HQ on operations matters on a
regular basis. This includes, working with the project coordinator, contracts
department and other departments on the review and timely approval of various
procurement documentation.
·
Actively contributing to ongoing URC
administrative process improvements, representing the Uganda office in policy
development while implementing company policies.
Actively contributing to ongoing URC
administrative process improvements, representing the Uganda office in policy
development while implementing company policies.
Coordinate Travel Arrangements (both local and International trips):
·
Coordinating the International travel
arrangements and ensure they are prepared and done in compliance with USAID
travel regulations and URC procedures.
Coordinating the International travel
arrangements and ensure they are prepared and done in compliance with USAID
travel regulations and URC procedures.
·
Oversee the supervise management of project
fleet of vehicles and ensure proper maintenance.
Oversee the supervise management of project
fleet of vehicles and ensure proper maintenance.
·
Overseeing the local transport management and
company fleet to ensure effective transport arrangement for effective
implementation of the program work.
Overseeing the local transport management and
company fleet to ensure effective transport arrangement for effective
implementation of the program work.
Acts as focal person with external companies especially vendors and ensure
good working relationships
good working relationships
·
Manage the services of the contracted companies
to USAID ASSIST to ensure that they meet the obligations ensure that URC gets
Value for money.
Manage the services of the contracted companies
to USAID ASSIST to ensure that they meet the obligations ensure that URC gets
Value for money.
·
Ensure timely and systematic vendor payment in
collaboration with the procurement officer/admin unit and Project Finance team,
coordinate payment of goods and services upon receipt of invoices in accordance
with URC policies and ensure compliance with USAID financial and procurement
policies and procedures.
Ensure timely and systematic vendor payment in
collaboration with the procurement officer/admin unit and Project Finance team,
coordinate payment of goods and services upon receipt of invoices in accordance
with URC policies and ensure compliance with USAID financial and procurement
policies and procedures.
Other responsibilities: Any other duties assigned by the
supervisor.
supervisor.
Qualifications, Skills and
Experience:
Experience:
·
The applicants for the USAID ASSIST Director Operations job vacancy must hold a Master’s Degree in Business Administration,
Finance, Accounting or other relevant field.
The applicants for the USAID ASSIST Director Operations job vacancy must hold a Master’s Degree in Business Administration,
Finance, Accounting or other relevant field.
·
A minimum of seven years’ experience in
administration and program management of large international projects including
experience in management of USG funded projects.
A minimum of seven years’ experience in
administration and program management of large international projects including
experience in management of USG funded projects.
·
Broad knowledge and experience working with
USAID and other major donors is required.
Broad knowledge and experience working with
USAID and other major donors is required.
·
Excellent analytical, oral and written
communication skills.
Excellent analytical, oral and written
communication skills.
·
Broad knowledge of USAID Rules and Regulations.
Broad knowledge of USAID Rules and Regulations.
How to Apply:
All suitably qualified and interested candidates should send
application letters, updated CVs, and relevant academic documents as well as
names and contact information for three professional references and day time
contact numbers to:
application letters, updated CVs, and relevant academic documents as well as
names and contact information for three professional references and day time
contact numbers to:
The Human Resource Officer- USAID ASSIST Project,
University Research Co., LLC, Plot 40, Ntinda II Road, Naguru,
P.O. Box 28745, Kampala, Uganda.
E-mail to:
[email protected]
[email protected]
Deadline: 9th September
2016 by 4:00 PM
2016 by 4:00 PM
NB: Please indicate the
position in the subject if you are sending electronically. Applications will be
shortlisted as they come in and only shortlisted candidates will be contacted.
position in the subject if you are sending electronically. Applications will be
shortlisted as they come in and only shortlisted candidates will be contacted.
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