Operations Manager Non-profit Jobs – TechnoServe (TNS)

Job Title:        Operations Manager
Organization: TechnoServe
(TNS)
Duty Station: Kampala,
Uganda
Reports to: Country Director
About US:
TechnoServe (TNS) is an international non-profit international
development organization founded in 1968. Its mission is to help
entrepreneurial men and women break the cycle of poverty by building businesses
that create jobs, income, and economic opportunities for their families, their
communities, and their countries.
Job Summary: The Operations
Manager will ensure timely accomplishment of the country program targets
through judicious and efficient implementation of operational plans and targets
including; supply chain, procurement, inventory and logistics management,
repairs and maintenance, asset management, security, and fleet management in
accordance with TechnoServe policies/procedures and donor requirements.
Key Duties and
Responsibilities:  
Upholding Policies and Procedures of Critical Operations:
  • Collect and analyze proposals/quotations
    against specifications of the RFP/RFQs and prepare cost bid analysis
    reports with award justification and reference other terms and conditions
  • The incumbent will regularly review
    current policies and procedures related to logistics, procurement, vehicle
    usage and asset management to ensure compliance with donor and corporate
    requirements
  • Prepare and issue purchase
    orders/contracts for the acquisition of goods and services after
    negotiation of contractual terms and conditions with the vendors/
    contractors.
  • Keenly review payment paper trails that
    are produced in the region and carry out the operations check specifically
    required for processing by the Finance team
  • Update and maintain a filling system for
    all documents related to procurements in Uganda
  • Maintain vendor contracts and
    relationships for Uganda
Engage with Implementing Teams (Procurement and Logistics):
  • Act as focal point person for all
    Operational Activities (IT, Contract Management, Procurement, Logistics,
    Fleet and Asset Management) in Uganda
  • Train and coach members of the program
    team in the use of the different operational tracking tools and how best
    these programs can benefit from the tools
  • Provide pro-active advice to regional
    program teams to ensure optimal operational systems while maintaining
    adherence to TechnoServe’s relevant policies (e.g., vehicle policy, travel
    policy, procurement policy, etc.)
  • Support in-country program team in
    development of quarterly plans for procurement, team logistics, and
    vehicle management (including vehicle fueling and maintenance)
  • Maintain a procurement tracking report to ensure
    that all orders are tracked from the point of request through to final
    receipt
  • Serve as the coordinator for travel and
    support for members of the cross-cutting programs or EA Regional Teams
    traveling in the country, coordinating logistics of travel and
    accommodation
Office Management:
  • Ensure the office environments in all
    offices are maintained to an appropriate level of organization and
    cleanliness, with monitored provision of sundries
  • The jobholder will also coordinate the
    administration of office resources and arrange for the repair and
    maintenance of office equipment as directed
Fleet Management:
  • Prepare and review monthly fuel
    reconciliation reports including vehicle maintenance reports, split them
    into programs, and advise Program Managers on the way forward
  • Oversee overall management of vehicle
    fleet, including establishing maintenance schedules, assurances about
    safety and security equipment, review and supervision of all office
    drivers and subordinate staff
  • Ensure field vehicles and driver administration
    is executed in a professional manner and in accordance with TechnoServe
    vehicle policy and traffic regulations, and that all related vehicle
    documents are filled out appropriately and on-time
  • Ensure that rental vehicles are fit for
    the purpose hired, hired drivers have an acceptable level of skills, and
    are briefed on TechnoServe policies and code of conduct
  • Ensure vehicles have updated insurance,
    registration and other required documents
Asset Management:
  • Ensure there is an up-to-date and accurate
    asset registry for Uganda
  • Ensure the transfer and return of assets
    to/from staff in different duty stations
  • Ensure regular physical
    verification/checks of all assets and inventory in TechnoServe Field
    Offices
Safety and Security in Collaboration with HQ:  Support the CD in collecting,
updating and communicating about the safety and security situation in the
country and operational areas
Security Planning and Implementation:
  • Develop, maintain and coordinate updating
    of the Country Safety & Security Plan
  • With the support of the CD, ensure
    implementation of the Country Safety & Security Plan and other
    applicable safety and security related policies and procedures
  • Support crisis or incident management, as
    required
  • Provide a security briefing to all international
    visitors to the office (HQ staff, consultants, etc.) within 24-48 hours
    their arrival
Safety and Security Monitoring and Reporting:
  • Conduct ongoing threat assessments for
    TechnoServe’s operational areas
  • Monitor staff adherence to TechnoServe
    safety and security-related policies
  • Identify weak points in safety and
    security, protocols requiring improvement
  • Track staff travel (to better provide
    support in the event of an incident)
  • Monitors vehicles, drivers, guard
    activities, and operations for adherence to safety and security protocols,
    as appropriate
  • Report security incidents affecting
    TechnoServe staff, offices and assets
  • Compose and distribute safety and security
    updates to country office staff and liaises with the headquarters
    compliance and risk management function
  • Distribute information as directed by CD
    to staff
General Administration:  Maintain
routine and confidential correspondence files/ documents that may be needed in
the event of an emergency
Qualifications, Skills and
Experience: 
  • The applicant must hold a Bachelor’s
    degree in Procurement, Business Administration or related field. A Masters
    degree in Business Administration or Professional Qualification is
    preferred
  • At least seven years’ experience in
    Administration/ procurement and Logistics work
  • Previous exposure and experience managing
    fleet/drivers is important with ability to travel to field offices as and
    when required
  • Computer literacy skills:
    Demonstrates knowledge and ability to use specific computer programs or
    applications for own functional area. Has the ability to improve
    performance by integrating new and existing technology into the workplace.
  • Innovative Mindset: Curious
    inquiries, asks questions and seeks out information from multiple sources,
    learns from mistakes, sees change as an opportunity.
  • Internal Client Focus: Client
    Focus is based on the ability to understand the client’s needs and
    concerns in the short to long-term and to provide sound recommendations
    and/or solutions.
  • Compliance & Governance:
    Compliance with and knowledge of company policies, applicable legislation,
    grant requirements, donor contracts, the local labor code and tax laws.
How to Apply:
All suitably qualified and interested candidates should send a cover
letter and resume (CV) via Email only to the Human Resources Manager:
ug-jobs@tns.org. Please clearly indicate the position you are applying for in
the subject line of your email and on the application letter.
Deadline: 7th April
2017
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