Job Title: Operations Manager
Organization: Malaria
Consortium
Consortium
Project Name: USAID/PMI
Malaria Action Program for Districts (MAPD) Project
Malaria Action Program for Districts (MAPD) Project
Duty Station: Kampala,
Uganda
Uganda
Reports to: Finance &
Administration Director
Administration Director
Salary: USD 20,160 gross per
annum
annum
About Malaria Consortium:
Malaria Consortium is the world’s leading not-for-profit organisation
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
dedicated to the comprehensive control of malaria and other communicable
diseases in Africa and Southeast Asia. Malaria Consortium works with
communities, government and non-government agencies, academic institutions, and
local and international organisations, to ensure good evidence supports
delivery of effective services, providing technical support for monitoring and
evaluation of programmes and activities for evidence-based decision-making and
strategic planning. Malaria Consortium works to improve not only the health of
the individual, but also the capacity of national health systems, which helps
relieve poverty and support improved economic prosperity.
About USAID MAPD Project:
The Malaria Action Program for Districts (MAPD) project is a 5-year
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
USAID/PMI funded project. The project aims to prevent and control Malaria
illnesses and deaths in order to minimise the social economic effects of the
disease among the overall population of Uganda especially in children under 5
years of age. The project will be implemented starting in August 2016, and will
cover 43 districts with a total population of more than 13 million. The Malaria
Action Program for Districts project offers a partnership uniquely positioned
to deliver this implementation rollout. Partners include Johns Hopkins Program
for International Education in Gynecology and Obstetrics (JHPIEGO), Banyan
Global, Deloitte &Touché Uganda, Infectious Diseases Institute (IDI) and
Communication for Development Foundation-Uganda (CDFU).
Job Summary: The Operations
will ensure departments and actors work together to achieve a more efficiently
run organisation and better implementation of projects through ensuring operations
efficiency. The Operations Manager is in charge of all logistics,
administration, and project operations support of the MAPD Project.
will ensure departments and actors work together to achieve a more efficiently
run organisation and better implementation of projects through ensuring operations
efficiency. The Operations Manager is in charge of all logistics,
administration, and project operations support of the MAPD Project.
Key Duties and
Responsibilities:
Responsibilities:
Logistics and Security:
·
Oversee all procurement and supply activities to
ensure that the right goods are provided at the right time.
Oversee all procurement and supply activities to
ensure that the right goods are provided at the right time.
·
Ensure good value for money in all procurement
of goods and services
Ensure good value for money in all procurement
of goods and services
·
Ensure compliance with the organisation’s
procedures and policies and those of donors regarding procurement and marking
of assets
Ensure compliance with the organisation’s
procedures and policies and those of donors regarding procurement and marking
of assets
·
Oversee the tendering and evaluation of bidding
processes
Oversee the tendering and evaluation of bidding
processes
·
Ensure good inventory is kept of all procured
goods
Ensure good inventory is kept of all procured
goods
·
Work closely with finance to ensure all the
vendors are paid in time
Work closely with finance to ensure all the
vendors are paid in time
·
Oversee the organisation’s security procedures
and the management of security of staff and assets
Oversee the organisation’s security procedures
and the management of security of staff and assets
·
Ensure effective and efficient fleet management
including cost control, good driving, functioning of vehicle booking and
scheduling system
Ensure effective and efficient fleet management
including cost control, good driving, functioning of vehicle booking and
scheduling system
·
Review fuel analysis and vehicle repair costs to
ensure good financial control
Review fuel analysis and vehicle repair costs to
ensure good financial control
·
Oversee the monitoring and reporting on Uganda
security conditions and that security/safety procedures are adhered to by
national and international staff
Oversee the monitoring and reporting on Uganda
security conditions and that security/safety procedures are adhered to by
national and international staff
·
Ensure that security phone tree, communication
and emergency contact/number lists are maintained.
Ensure that security phone tree, communication
and emergency contact/number lists are maintained.
Administration:
·
Oversee all project and staff travel activities
including national and international transportation, visas and hotels.
Oversee all project and staff travel activities
including national and international transportation, visas and hotels.
·
Ensure that all MAPD Project offices are well
run and professional in appearance.
Ensure that all MAPD Project offices are well
run and professional in appearance.
·
Provide an effective and efficient IT service to
the organisation ensuring that staff computers, intranet and IT functions of
the organization are functioning well and that problems are resolved
efficiently and effectively.
Provide an effective and efficient IT service to
the organisation ensuring that staff computers, intranet and IT functions of
the organization are functioning well and that problems are resolved
efficiently and effectively.
·
The incumbent will control administrative and IT
risks to the organisation including viruses and critical system failure.
The incumbent will control administrative and IT
risks to the organisation including viruses and critical system failure.
·
Ensure that the MAPD office has an effective and
professional front desk.
Ensure that the MAPD office has an effective and
professional front desk.
·
Ensure that finance transactions are processed
in an accurate and timely manner.
Ensure that finance transactions are processed
in an accurate and timely manner.
Programme Operations Support: (70%)
·
Actively participate in the development,
submission of bids and proposals.
Actively participate in the development,
submission of bids and proposals.
·
Provide project administrative and management
expertise in the design, implementation, and monitoring of MAPD’s project
activities.
Provide project administrative and management
expertise in the design, implementation, and monitoring of MAPD’s project
activities.
·
Play an active role as a team member on all
MAPD’s projects and coordinate project team efforts by putting in place regular
communication mechanisms.
Play an active role as a team member on all
MAPD’s projects and coordinate project team efforts by putting in place regular
communication mechanisms.
·
Develop and administer required project
agreements and contracts.
Develop and administer required project
agreements and contracts.
·
Develop and manage project work plans budgets as
required.
Develop and manage project work plans budgets as
required.
·
Ensure projects compliance with donor and
organization requirements.
Ensure projects compliance with donor and
organization requirements.
·
Develop innovative and needs based project
management systems and tools to ensure smooth project operations.
Develop innovative and needs based project
management systems and tools to ensure smooth project operations.
·
Coordinate operations of MAPD Project field
offices.
Coordinate operations of MAPD Project field
offices.
·
Be responsible for the rental agreements and
insurance for all MAPD Project’s properties.
Be responsible for the rental agreements and
insurance for all MAPD Project’s properties.
·
Track reporting timelines and work with
technical team to ensure adherence to contractual reporting schedules.
Track reporting timelines and work with
technical team to ensure adherence to contractual reporting schedules.
·
Ensure that finance transactions related to
programmes are processed in an accurate and timely manner.
Ensure that finance transactions related to
programmes are processed in an accurate and timely manner.
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Malaria Consortium USAID
MAPD Operations Manager job vacancy should hold a bachelor’s degree in stores/logistics management or purchasing and
supplies and or business administration
The applicant for the Malaria Consortium USAID
MAPD Operations Manager job vacancy should hold a bachelor’s degree in stores/logistics management or purchasing and
supplies and or business administration
·
Possession
of an MBA or CIPS will be an added advantage
Possession
of an MBA or CIPS will be an added advantage
·
A
minimum of five years of experience in a similar position with two years in
senior management position
A
minimum of five years of experience in a similar position with two years in
senior management position
·
Previous experience in the corporate/private sector will be an added advantage
Previous experience in the corporate/private sector will be an added advantage
·
Prior
experience with donor funded procedures is desirable
Prior
experience with donor funded procedures is desirable
·
Previous
international experience would be a plus
Previous
international experience would be a plus
·
Be a self
-starter who is able to work on own initiative with limited supervision
Be a self
-starter who is able to work on own initiative with limited supervision
·
Computer
literacy i.e. knowledge and experience using MS-Office packages
Computer
literacy i.e. knowledge and experience using MS-Office packages
·
Fluent
in English, excellent communication skills, both written and verbal;
Fluent
in English, excellent communication skills, both written and verbal;
·
Flexible
in approach to tasks and working hours
Flexible
in approach to tasks and working hours
·
Good
management and supervisory skills
Good
management and supervisory skills
·
Demonstrable
ability to lead supervise and manage teams
Demonstrable
ability to lead supervise and manage teams
·
Knowledge
of INGOs Logistics and Procurement issues
Knowledge
of INGOs Logistics and Procurement issues
Core Competencies:
Delivering Results: Inspires wider teams to achieve outstanding
results and to manage risks
results and to manage risks
·
Proactively
improves effectiveness and performance of other senior staff to increase
ability to meet objectives, acquiring new skills when appropriate
Proactively
improves effectiveness and performance of other senior staff to increase
ability to meet objectives, acquiring new skills when appropriate
·
Encourages
mitigating risks amongst the teams/groups they work with/ manage.
Encourages
mitigating risks amongst the teams/groups they work with/ manage.
·
Ensures
the quality of all internal/external work of own and others
Ensures
the quality of all internal/external work of own and others
Analysis and use of
information: Works confidently with complex data to support work
information: Works confidently with complex data to support work
·
Interprets
complex written information
Interprets
complex written information
·
Works
confidently with data before making decisions: for example; interpreting
trends, issues and risks
Works
confidently with data before making decisions: for example; interpreting
trends, issues and risks
·
Acquainted
with the validity, relevance and limitations of different sources of evidence
Acquainted
with the validity, relevance and limitations of different sources of evidence
Interpersonal and
communications: Communicates complex technical and/or
sensitive/high risk information effectively
communications: Communicates complex technical and/or
sensitive/high risk information effectively
·
Communicates
complex operational, technical and strategic issues clearly and credibly with
widely varied audiences
Communicates
complex operational, technical and strategic issues clearly and credibly with
widely varied audiences
·
Uses
varied communication to promote dialogue and shared understanding and
consensus across a variety of audiences
Uses
varied communication to promote dialogue and shared understanding and
consensus across a variety of audiences
·
Influences
internal and external audiences on specific issues
Influences
internal and external audiences on specific issues
·
Scans
the internal and external environment for key information and messages to
support communications strategies
Scans
the internal and external environment for key information and messages to
support communications strategies
Collaboration and partnering:
·
Develops external networks to increase internal
thinking/learning
Develops external networks to increase internal
thinking/learning
·
Actively
develops partnerships with relevant organisations, think tanks and individuals
Actively
develops partnerships with relevant organisations, think tanks and individuals
·
Takes
initiative to establish a network or partnership where one does not exist
Takes
initiative to establish a network or partnership where one does not exist
·
Ensures
any external learning is effectively brought in-house
Ensures
any external learning is effectively brought in-house
Leading and motivating people: Champions ownership of corporate decisions
·
Encourages
their team to develop continually their individual potential, create a learning
culture
Encourages
their team to develop continually their individual potential, create a learning
culture
·
Demonstrates
complete commitment to the achievement of the business goals, motivating
others to deliver
Demonstrates
complete commitment to the achievement of the business goals, motivating
others to deliver
·
Spots,
develops and promotes talent across teams whether or not in their own
functional area
Spots,
develops and promotes talent across teams whether or not in their own
functional area
Flexibility/ adaptability: Clarifies
priorities and ensures learning from experience
priorities and ensures learning from experience
·
Clarifies
priorities when leading change
Clarifies
priorities when leading change
·
Sees
and shows others the benefits of strategic change.
Sees
and shows others the benefits of strategic change.
·
Helps
colleagues/ team members to practice stress management through prioritization
of workloads and modelling of appropriate self-management and care
Helps
colleagues/ team members to practice stress management through prioritization
of workloads and modelling of appropriate self-management and care
·
Makes
time to learn from experience and feedback, and apply the lessons to a new
situation
Makes
time to learn from experience and feedback, and apply the lessons to a new
situation
Living the Values: Acts as a role model in promoting Malaria
Consortium’s values
Consortium’s values
·
Champions
and takes ownership of corporate decisions, values and standards and
ensures team members implement them in a positive manner
Champions
and takes ownership of corporate decisions, values and standards and
ensures team members implement them in a positive manner
·
Acts
as role model internally and externally in promoting Malaria Consortium’s
values
Acts
as role model internally and externally in promoting Malaria Consortium’s
values
·
Is
accountable for ensuring that cultural awareness is demonstrated across the
area (s) they manage
Is
accountable for ensuring that cultural awareness is demonstrated across the
area (s) they manage
Strategic planning and thinking and sector awareness: Takes a
helicopter view and anticipates the
helicopter view and anticipates the
·
Demonstrates
an ability to step back from operational issues and see things holistically
(helicopter vision)
Demonstrates
an ability to step back from operational issues and see things holistically
(helicopter vision)
·
Anticipates
how actions will impact other teams and negotiating to reach mutually
acceptable solutions
Anticipates
how actions will impact other teams and negotiating to reach mutually
acceptable solutions
·
Demonstrates
how complex strategic issues can be broken down into simple discrete steps
Demonstrates
how complex strategic issues can be broken down into simple discrete steps
How to Apply:
All interested applicants are encouraged to apply online at the web
link below.
link below.
Deadline: 16th
September 2016 by 2:30 pm
September 2016 by 2:30 pm
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