Operations Support Coordinator NGO Jobs – Relief International (RI)

Job Title:         Operations
Support Coordinator
Organization: Relief
International (RI)
Duty Station:  Uganda
Reports to: Country
Director
About US:
Relief International is an
international nonprofit organization whose sole mission is to reduce human
suffering. We respond to natural disasters, humanitarian emergencies and
chronic poverty. Relief International combines humanitarian and development
approaches to provide immediate services while laying the groundwork for
long-term impact. Our signature approach — which we call the RI Way—emphasizes
local participation, an integration of services, strategic partnerships, and a
focus on civic skills. In this way, we empower communities to find, design and
implement the solutions that work best for them.

Job Summary: The Operations Support Coordinator is responsible for
management, oversight, development, and daily supervision of all RI operations—
encompassing the areas of human resources, finance, daily administration,
logistics, and procurement. Reporting directly to the Team Leader/Country
Director, the Ops Coordinator is part of the RI-Uganda senior management team,
together with the Medical Coordinator and M&E Manager. As such, the Ops
Coordinator contributes to overall strategy and program development, and
represents RI externally with stakeholders.
Key Duties and Responsibilities: 
Cross-cutting and managerial
functions
  • Actively
    participate in senior management team meetings— together with CD, Medical
    Coordinator, and M&E Manager/Biostatistician— including collaborative
    oversight for program implementation, administration, operations, and
    communications.
  • Represent
    RI externally with key stakeholders— generally, and particularly in areas
    pertaining to operations.
  • Oversee
    & manage all RI-Uganda operations: HR, Administration, Finance, and
    Logistics.
  • Line-manage
    4 staff, including HR/Admin Officer, Finance Assistant, Logistics Officer,
    and Logs Admin Assistant. Provide oversight and supervision of direct
    reports.
  • Provide
    capacity-building for national staff: technical support, organizing
    training, and preparing a training schedule for operations staff in their
    area of work.
  • Provide
    routine (daily, weekly, monthly, quarterly) monitoring of all operations
    and administrative systems such that they comply with RI field procedures
    and RI Code of Conduct.
  • Provide
    the CD with immediate knowledge and analysis of any potential misconduct
    or gap in field procedures with regards to operations and administration
    policies.
  • Manage
    the process of securing staff visas, work permits, travel permissions,
    etc. with the government of Uganda; support RI in maintaining positive and
    fruitful relations with all government administrative and humanitarian
    affairs coordination offices.
  • Conduct
    routine reviews of RI Uganda administrative and operations policies,
    making recommendations to improve internal functionality and
    communications; ensure that all policy revisions, directives, memos are archived
    electronically and in hard copy.
  • Conduct
    staff security briefings, attend regional security meetings in Moyo, and
    provide updates on security.
  • Oversee
    all programme operations in Moyo and inform CD in case of challenges and
    gaps.
HR and Administrative Systems:
  • Ensure
    proper roll out and regular review of HR policies, employment policies and
    procedures in compliance to RI’s standards and evolving national labor
    law.
  • Ensure
    high quality, transparent, timely and efficient recruitment processes.
    Ensure staff hiring is conducted in compliance with RI’s policies and
    national labor law.
  • Ensure
    that staff personnel files are created, maintained and updated with all
    relevant documentation, according to HR checklist.
  • Ensure
    that all staff have undergone orientation and induction, with appropriate
    documentation.
  • Ensure
    timely and efficient payroll preparation and submission, including
    accurate data on grant codes, number of days, benefits.
  • Ensure
    provision of day-to-day advice to the program teams around interpretation
    and implementation of HR policies and procedures.
  • Ensure
    proper management of processes relating to disciplinary actions, staff
    separation, and termination.
  • Ensure
    that new contracts, contract extensions, staff transfers, promotions and
    other change of status/ personnel changes are processed in a timely
    manner.
  • Ensure
    effective implementation of all day-to-day administration relating to
    operation of Relief International projects.
  • Manage
    the process of securing all internal flights to/from RI offices for staff,
    ensuring that reservations and payments are conducted in accordance with
    RI field procedures.
Finance:
  • Provide
    support to the Regional Finance Director with regards to timely processing
    of all funds requests and contracts, ensuring their compliance with RI
    finance field procedures.
  • Oversee
    data entry by Finance Assistant into Netsuite Financial System per RI
    Finance policy, with support from Regional Finance Director.
  • Serve
    as a bank signatory for RI-Uganda and the focal contact person for Uganda
    Revenue Authority.
  • Write
    cheques, prepare vouchers, and authorize/make payments.
  • Ensure
    that cash books are prepared and maintained on a daily basis.
  • Ensure
    that petty cash is managed properly including documentation in petty cash
    register, and ensure that minimum cash balance is kept in the office at
    all times.
  • Ensure
    payment of payroll and other taxes to Uganda Revenue Authority (URA), in
    compliance with Uganda tax regulations
  • Prepare
    financial expenditure statements for the field operations.
  • Ensure
    all backup documentation is properly organized and filed for complete
    transparency and audit purposes
  • Coordinate
    and maintain cash forecasting system to ensure that adequate funds are
    available to meet monthly working requirements.
  • Prepare
    specific budgets and expenditure forecasts as and when required by
    supervisor
Logistics:
  • Review
    all procurement requests made from program and support staff teams,
    ensuring their compliance with RI finance field procedures and that they
    fit within the budget.
  • Ensure
    proper functioning of RI’s medical storage warehouse, and transit of
    medicines and supplies to clinics.
  • Ensure
    efficient, timely, and quality implementation of procurement, fleet
    management, asset management, and all other relevant areas of logistics.
  • Ensure
    proper staff management by direct reports, including support staff at
    clinics and RI office and residential premises
  • Liaise
    with the District Logistics Officer, UNHCR, and other relevant
    stakeholders as needed for logistics-related issues.
  • Support
    the logistics team to creatively and resourcefully solve challenges
    arising in the field on a day-to-day basis.
  • Ensure
    that logistics documentation is properly organized, filed, maintained, and
    accessible, both in hard copy and electronically (e.g. requisitions, quotations,
    CBA, GRN, Invoices, Payment Authorizations).
  • Stay
    abreast of RI Safety and Security Policies, and act as focal person when
    TL/CD is out of Moyo or Uganda.
  • Stay
    abreast of the current events and best practices in the fields of
    humanitarian relief and development for operations.


Qualifications, Skills and Experience: 
  • The
    ideal candidate for the Relief International Operations Support
    Coordinator job placement should preferably hold a degree in non-profit
    management, finance, international relations, human rights, economics, or
    related fields.
  • Significant
    (at least 2 years) experience working with an INGO in operations areas, in
    increasing positions of reporting and responsibility.
  • Experience
    (2 years) developing and implementing operations and administrative
    management activities for an INGO.
  • Outstanding
    leadership and team building skills.
  • Strong
    logistical planning and problem-solving skills.
  • Highly
    organized and systems-oriented.
  • Experience
    with financial program management and analysis.
  • Experience
    living and working in dynamic, insecure environments and with local
    communities.
  • Ability
    to live and function at a high capacity within a collaborative
    organizational structure.
  • Ability
    to live and work from within a remote post.
  • Understanding
    of the political and cultural context in Uganda and West Nile region
  • Demonstrated
    computer proficiency with MS Office at a minimum, QuickBooks and NetSuite
    skills an asset.
How to Apply:
The applicant must send an
application which must include:
  • Curriculum
    Vitae (CV)
  • Letter
    of Interest (application cover letter)
  • Photocopies
    of documents showing your credentials/qualifications for this position, if
    applicable
Address your application to:
Country Director, Uganda
Please drop your applications
in a sealed envelope, stating the position you are applying for to:
Relief International Office,
Vura Madulu, Moyo Town Council, P.O Box 152
Or at;
Itula Sub County,
Dongo Center Relief
International Compound.
Email to: UgandaRecruitment@ri.org
(you must indicate the position in the subject line of email)
Deadline: 3rd May 2018
For more of the latest jobs,
please visit http://www.theugandanjobline.com or
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