Operations Manager USAID Job Placement – University Research Co., LLC (URC)

Job Title:         Operations Manager
Organisation: University
Research Co., LLC (URC)
Project Name: USAID Regional
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) Project
Duty Station: Jinja, Uganda
Reports to: Director,
Finance & Administration
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.
About USAID RHITES-EC Project:
University Research Co., LLC (URC) is implementing the USAID Regional
Health Integration to Enhance Health Services in East Central Uganda Project
(USAID/Uganda RHITES-EC) whose aim is to support the implementation of a
comprehensive integrated investment in regional 
health, nutritional assistance and HIV/AIDS programs. The five-year
project targets 11 districts in East Central Uganda with an estimated total
population of 4.1 million through a district-based integrated package of
quality health, nutrition, HIV / AIDS and childe development services.
Job Summary: The Operations
Manager primarily ensures effective and timely provision of operations and
administrative services to the project through supervision, oversight, guidance
and support to operations and administrative staff.  The incumbent is responsible for oversight
and management of the following project functions and services: fleet &
transport management, procurement of goods and services required to support
project operations, physical facilities and general office support services,
in-country air and ground transportation, international travel, filing, and
ensuring compliance with USAID regulations, URC-CHS policies and procedures,
and Government of Uganda regulations and laws. The Operations Manager will also
be responsible for effective linkages between central office and field level
operational issues and challenges, and ensuring effective and efficient
attention of the senior team to addressing those issues.
Key Duties and Responsibilities:  
Work plan development and implementation:
  • Actively participate in work plan
    development with the entire project team.
  • Jointly, with Senior Management Team,
    coordinate program implementation, including effective provision of
    administrative and logistic support to district, health facility,
    community based and other field activities.
  • Work closely with the Project technical
    teams, and the Finance/Administration team, to plan for and implement
    detailed and efficient operational support to project supported districts,
    health sub districts and health facilities. This includes but is not
    limited to: logistics support for on-site and off-site project supported
    activities (e.g., outreach camps, laboratory sample transportation hub
    network activities), and procurement support to both central office and
    cluster teams.
  • Participate in the development of monthly,
    quarterly and annual reports.
Project Procurements:
  • Manage the procurement of goods and
    services for project operations and ensure compliance with USAID regulations,
    URC-CHS policies and GoU regulations and laws.
  • Work closely with the Deputy Chief of
    Party (DCOP) to ensure that all supplies required for project
    implementation are purchased on time to avoid stock outs in line with
    USAID and Internal URC rules & regulations
  • Ensure that competitive procurements are
    conducted and properly documented as required.
  • Establish and implement a monitoring
    system that ensures prices paid for goods and services are in line with
    local market prices.
General Office Administration & Support Services: The
Operations Manager is responsible for ensuring the provision of effective and
timely general administrative support services, including management of
relationships with third parties contracted to provide services, including security,
telephone, internet, waste management and other related services.  S/he will also ensure that there are systems
in place to secure effective:
  • Front desk management – including
    courteous and professional arrangement of the reception area at all times,
    timely attendance to visitors, conference/meeting rooms management and
    scheduling for meetings with internal staff and visitors, etc;
  • Professional, courteous and timely
    attendance to the switchboard and incoming calls.
  • System to receive, sort and distribute
    mails in a timely manner;
  • Dispatch of documents in an organized and
    effective manner, including securing an audit trail for all dispatches.
Physical Facilities Management:
  • The jobholder will manage the leasing and
    maintenance of offices and residences used by the project, both in Jinja
    and in the districts regions. This includes determination of project needs
    for offices and residences, identification of multiple choices for
    selection, engagement of appropriate project staff in visiting potential
    sites, management process of evaluation and selection, and negotiation of
    leases.
  • Ensure that facilities are properly
    maintained to ensure safety of staff and visitors by engaging high
    Environmental Health and Safety standards – this will include ensuring
    that all offices comply with GoU Environment and Health Safety laws and
    regulations.
  • Ensure that home office staff are
    appropriately involved in reviewing and finalizing leases.
  • Ensure lease renewals are processed on
    time.
Fleet Management, In-Country Travel and Transportation: The
Operations Manager will work with staff and consultants to ensure that
in-country travels are planned in advance, including travel advances and
management of contracts with service providers. This will include:
  • Regularly monitor the number of vehicles
    required by project staff for daily operations and procure or lease
    additional vehicles as appropriate;
  • Ensure project-owned vehicles are properly
    licensed, insured, maintained and repaired;
  • Manage the selection and utilization of
    third party transportation providers used by project staff;
  • Work closely with the DCOP, Director
    Finance & Administration and Cluster Coordinators, establish and
    employ a system to manage the utilization of a mix of project owned and
    private transportation services that ensures project needs are met in a
    timely and cost-effective manner;
  • Ensure staff, eligible visitors and
    consultants arriving in Uganda are met at the airport and transported to
    their initial destination safely.
Security & Emergencies Management: The Operations Manager
is the project Security Focal Point (SFP), and assists the COP in the
management of daily duties that pertain to the safety and security of staff,
program and property, which include:
  • Organize security training, promote the
    development of a security management system for the program, be able to
    take full charge of the organization and facilitation of preparing the
    Safety and Security Management Plan (SSMP);
  • Provide logistic support, elaborate and
    guide the security strategy of the program as directed by the COP – this
    includes during emergencies, disasters, evacuations, etc;
  • Closely work with the COP and senior
    management to create business continuity plans and establish a line of
    succession for delegating authority in the office in the case of sudden
    evacuation and/ or disaster – including oversight of disaster recovery
    activities as required.
Inventory & Stores Management: The Operations Manager will
develop and maintain a detailed inventory record of all project resources,
including tracking any new additions, write-offs/disposals, movement across
offices (and officers), maintenance status, tagging and periodic physical
verifications in accordance with URC Asset Management Operating
Procedures.  More specifically, s/he
will, amongst others:
  • Ensure all inventory and project assets
    are insured in accordance with URC policies;
  • Ensure all procured inventory is
    accurately captured and updated on the inventory tracker;
  • Ensure implementation of project marking
    and branding plans on all assets and inventory, which will be engraved and
    identified with unique numbers;
  • Follow up on lost/missing and damaged
    assets, keep accurate and up to date documentation of such losses/damages
    for reporting and follow up with the client;
  • Ensure separating project staff have
    surrendered all project assets, updating the inventory tracker
    appropriately.
  • Monitor the usage of expendable supplies
    (toners/stationery, etc) ensuring that these are expended judiciously and
    avoiding any stock-outs.
  • Any other duties consistent with this Job
    Description, as assigned by the immediate supervisor and/ or the Chief of
    Party.
Qualifications, Skills and
Experience:
  • The applicants for the USAID RHITES-EC
    Operations Manager job opportunity must hold a Bachelor’s Degree in
    business administration (Master’s Degree preferred), in Business,
    Management, Finance, Administration, or other related field
  • At least ten years’ experience working in
    a business environment with demonstrated operational experience and with
    six years at high level of responsibility and integrity
  • Knowledge and/or experience with public
    health programs in developing countries is desirable
  • Proven track record successfully
    supervising several staff
  • Demonstrated ability to work in teams
  • Ability to multi-task in a high-paced
    environment
  • Excellent interpersonal and written
    communication skills, particularly as related to report development
  • Proficiency with MS Office Suite, with
    excellent MS Word and Excel skills
How to Apply:
All suitably qualified and interested candidates who wish to join the
USAID RHITES EC Project should send their cover letters, curriculum vitae,
copies of academic credentials and contact information for 3 professional
references addressed to:
Human Resource Coordinator,
University Research Co., LLC – Centre for Human Services,
​Plot10
Kiira Lane, Mpumudde Division, UGANDA
E-mail to:
HR-RHITES-EC@urc-chs.com
Deadline: 9th February, 2017 by
12:00pm

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