Head of Operations Employment Opportunity – Plan International

Job Title:      Head
of Operations
Organization: Plan
International
Duty Station: Kampala,
Uganda
Reports to: Country Director
(CD)
About US:
Plan International was founded over 75 years ago and is one of the
oldest and largest children’s development organizations (non-profit / INGOs) in
the world. We work in 50 developing countries across Africa, Asia and the
Americas to promote child rights and lift millions of children out of poverty.
Plan’s vision is of a world in which all children realize their full potential
in societies that respect people’s rights and dignity. Plan is independent,
with no religious, political or governmental affiliations.
Job Summary: The Head of
Operations is primarily responsible to develop, lead and manage a team of
functional experts in specific operational areas Finance, Grants,
Administration, Procurement & Logistics, ICT, and Security and to ensure
optimum support to projects within the policies of Plan Inc., and the laws
Uganda. The position ensures that team members have the right skills in all
aspects of operations and that senior staff are continuously mentored to
provide transparent and accountable services in line with the organizations
policies and support the delivery of the Country Strategy (CS). The HoO will
also ensure that all projects and programs receive the quality and quantity of
services required in a timely manner and sees that rigorous systems and
controls are in place and operating at an optimal level. This position
identifies and mitigates and minimizes financial and operational risk when
possible.
Key Duties and
Responsibilities:  
Procedures, process and applications support:
·        
Applications
and systems support: oversees the rollout of corporate systems and applications
including finance systems, HR Information System (HRIS) and other corporate
applications; Global and regional
policies and procedures: oversee the rollout, including capacity
building of staff, partners etc. of global policies and procedures in the
country as referenced in Plan’s Operations Manual.
·        
In-country
policies and procedures: oversees the development and implementation of
up-to-date country specific financial and administrative systems, policies,
procedures, and guidelines to support operations and ensure compliance of
Plan’s global standards and donor requirements.
Member of the Country Leadership Team
·        
Actively
participate in CLT meetings to provide strategic inputs/advice and
contributing to decisions on policy and strategic direction.
·        
Support
provided to other member to achieve the Country Strategy (CS) outcomes.
·        
Send
regular updates to members regarding operational excellence and seek
advice and inputs for areas needing attention.
·        
Learning
is shared within Plan International Uganda, supporting regular dialogue between
functional areas and teams.
Finance:
·        
Provides overall management of the Country
Office’s Finance Department to ensure that optimum financial support is
provided to projects within established Plan International financial policies
and principles and within the standards due to local context.
·        
Provides
advice to the CD on financial matters, particularly the monthly review
of the financial close and regular budget forecasting and projections.
·        
Minimizes
financial risk specifically in the areas of funds transferred to partners by
implementing strong internal control processes.
·        
Ensure
processes to provide financial inputs at the project/program budget
proposal development and final submission stage to ensure all costs are
captured.
·        
Regularly
review and assess the financial policies, systems and procedures and initiates
revisions as required.
·        
Authorizes
financial reports, adjusting journal entries, cash receipts and signs cheques
and bank letters in collaboration with the Country Finance Manager (CFM).
·        
Supervises
the preparation and submission of the Country to ensure that budgets reflect
needs and Plan International budgetary requirements in collaboration with the
CFM.
·        
Directly
supervises the CFM and provides general team leadership for the Finance department.
Administration & Logistics:
·        
Provides
overall management to the Logistics and Administration department to ensure
that optimum support is provided to Country Office projects within established
Plan operational principles and operational manual.
·        
Oversees
the appropriate administration policies, systems and procedures are in place to
ensure efficiency and effectiveness, which includes legal affairs;
administrative liaison with the National Government; the management of
buildings and properties; fleet management; asset management; procurement,
shipping, office equipment and office supplies, etc).
·        
Authorizes
administration department budgets, staffing and goals and objectives and in
consultation with the CLT, make final decisions on policy level
administrative matters after consultation with the CLT.
·        
Directly
supervises the Administration Manager and provides team leadership to the
department.
Audit and Investigation:
·        
Oversees
the facilitation of internal and external audit missions and ensure
audit follow up and action lists are addressed in a timely manner in
collaboration with the Risk and Compliance Manager.
·        
Supports
CD in all sensitive matters including fraud investigations and other are
handled in an appropriate manner and with the correct support.
Information Technology:
·        
Provides
overall oversight to ensure that the Information Technology (IT) department
provides the required IT services to all locations and staff.
·        
Authorize
IT budgets, staffing plans, goals, and objectives.
·        
Reviews
and monitors IT policies, systems and procedures and initiate development
and/or corrective action as required in collaboration with the IT Manager.
·        
Directly
supervises the IT Manager
Compliance and Management of Risks
·        
Security: Oversee security planning and
management in the country and ensure that all Plan offices (CO and PUs) have
developed standard operating procedures (SOPs) and contingency plans consistent
with global security policy. The HoO is the chair of the Security Review Team.
·        
Child
Protection:

ensure the compliance and coherence of Plan’s Child Protection Policy at all
times to safeguard and protect children from all forms of abuse.
·        
Risk
Management:

Ensure systems and processes are in place to identify and manage risks including
developing, updating and submitting countrywide risk register to the RO in line
with the Global Risk Management policy, and ensuring that risks are adequately
identified, assessed, mitigated and reported on through risk registers at all
levels in the country.
·        
Policies
and procedures:

coordinates with relevant heads of Department/Section so that systems and
processes are in place to comply with global policies, standards and procedures
and legal requirements.
·        
Health
and Safety:

oversees the development and implementation of health and safety
standards in compliance with the host country laws and the global health and
safety policy;
·        
Loss
and Incident reporting:
report timely and consistently all losses and incidents, including
updates, to the International Headquarters (IH) and the RO.
·        
Legal
and regulatory: oversees the review of agreements and contracts and ensure
compliance with the host country laws and regulation, ensure the interface with
the legal advisors.
Team Development and People Management:
·        
Ensures
that all operational teams are operating as high-performance teams and have
clear accountability lines.
·        
Ensure
all operational staff understand, adopt and live the Values and Behaviours
framework in their daily work and life.
·        
Team
building and maintenance: establish, agree, communicate and monitor standard of
performance and behaviours of the team through IAPs, and key performance
indicators (KPI’s) that are agreed annually, and monitored and updated
quarterly.
·        
Team
members have the necessary skills, training and development to be able to
effectively deliver on their roles, as well as provide the needed coaching and
mentoring for career advancement.
·        
Ensures
that Plan International’s global policies for Child Protection (CPP) and Gender
Equality and Inclusion (GEI) are fully embedded in accordance with the
principles and requirements of the policy including relevant Implementation
Standards and Guidelines as applicable to their area of responsibility.
This includes, but is not limited to, ensuring staff and associates are aware
of and understand their responsibilities under these policies and Plan
International’s Code of Conduct (CoC), their relevance to their area of work,
and that concerns are reported and managed in accordance with the appropriate
procedures.



Qualifications, Skills and
Experience: 
·        
The
applicant must hold an advanced degree in Accounting/ or Finance, Business
Administration or related field.
·        
Membership
in an internationally recognized professional accounting body such CA, CPA,
ACCA, CIMA
·        
Knowledge
of key donor reporting requirements and other International Financial
Reporting Standards (IFRS).
·        
A
minimum of ten years’ experience working areas of Operational support, and
management, including up to five years in a senior management position.
·        
Excellent
knowledge and demonstrated experience in management of supply chain,
fleet management, and overall logistics including IT
·        
Good
knowledge security management.
·        
Proven
skills in risk management and demonstrated ability of managing audits
·        
Good
track record of management of complex multi-donor large scale annual
budgets
·        
Fluency
in English spoken and written;
·        
Knowledge
of Uganda, the geopolitical factors affecting child-poverty in the country as
well as the political, social and economic opportunities for development are an
advantage.
·        
Exceptional
conceptual and strategic thinking skills
·        
Ability
to train, mobilize, and manage both international and national staff
·        
Flexibility
and ability to multi-task under pressure;
·        
Ability
to work well in unstable and frequently changing
·        
Ability
to communicate and negotiation at different levels and effective interpersonal
skills, including the ability to build relationships with colleagues with
diverse experiences
·        
Excellent
written and oral communication skills, including presentation and public
speaking
·        
Strong
analytical and problem solving skills
·        
Strong
team building and motivational skills
How to Apply:
All suitably qualified candidates should send their letters of
application, together with updated CVs, contact telephone numbers, copies of
relevant certificates, names and contact details of three references plus
salary history and send to:
The Country Human Resources and Organizational Development Manager,
Plan Uganda
Email to: uganda.recruitment@plan-international.org
NB: Only short-listed
applicants will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 31st December 2017
Deadline: 3rd November 2017
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