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Job Title:   Associate, Operations

Organisation: Evidence Action

Duty Station: Jinja, Uganda

About the Company:

Evidence Action scales proven development solutions to benefit millions of people around the world. We fill the gap between knowing ‘what works’ and having impact at scale. We implement cost-effective interventions whose efficacy is backed by substantial rigorous evidence.

Job Summary:   The Associate, Operations, will work under the supervision of the Senior Associate, Operations and should be a strong team member who can assist in the continued development of the operations team and contribute to the further effective running of Safe Water Now Operations. The holder of this position carries the responsibility in regards to program supplies management, warehouse/store management and asset management for the integrity of the Safe Water supply chain system. The operations must be able to rapidly respond to programs needs, whilst ensuring best practices and maintaining audit-compliant records.

The holder of this position will closely work with Program Area Coordinators and Managers to monitor and oversee program materials for all field offices and hubs and ensure all stock processes are followed thoroughly. (S)He will also analyze and report program materials status including hygiene products, hardware and chlorine refills, their consumption and support Inventory Management Fresh Service Agents to maintain a 100% of assets inventory in all the field offices.

Key Duties and Responsibilities:

Inventory Management

• Develop program materials inventory control systems and practices and ensure they are implemented
• Work with Operations and Safe Water Now Program managers to identify and implement an inventory management app/software to track program supplies along the supply chain.
• Oversee, monthly, quarterly and bi-annual program inventory stock takes and report to Management on stock positions including any discrepancies that may arise.
• Liaise with head of procurement, to support in coordinating the logistics of chlorine refills supplies to the field offices. Ensure accurate data is returned on the volume of chlorine received.
• Work with area coordinators to ensure chlorine and dispenser hardware stock cards and bin cards are regularly updated and the data there in is accurately captured.
• Work with the program team to ensure the correct stock procedures, (FIFO, FEFO, and LIFO) for goods in the warehouse/store are used.
• Ensuring that all program inventory and materials are controlled and managed properly in accordance to donor-specific policies.
• Promptly inform the lead for Operations and Safe Water Now program leads, any areas of concern or potential or suspected internal or external inventory management policy violations.
• Develop and support implementation of inventory management improvement plans.
• Support in identification, piloting and implementation of modern/innovative inventory management systems/apps
• Train program team on new inventory management SOPs, best practices and develop a monitoring methodology for their application.
• Analyze inventory related data and develop periodic reports and bulletins.

Fleet and Logistics management

• Ensure that the Uganda fleet inventory is always up to date.
• Work with Area Coordinators to create and update a fleet maintenance schedule and monitor to ensure adherence.
• Support in real time Safe Water Now fleet monitor to enhance efficiency and ensure appropriate utilization.
• Ensure all fleet and fleet users in are fully compliant with appropriate licenses and permits and ensure they are renewed on time.
• Lead in managing the online car tracking system, monitor tracking device status and work with the tracking service provider to have both planned and unplanned tracking devices maintenance completed. Ensure that the tracking devices subscription are renewed on time.
• Analyze fleet monitoring data, share weekly bulletins with Area Coordinators on fleet performance and recommend on efficient fleet utilization.
• Support the Senior Associate, Operations in developing the quarterly fleet management report.
• Follow-up with Area Coordinators to ensure that all incidents and cases that require Operations unit attention are acted on promptly e.g. filing of lost number plate loss incidents.
• In collaboration with the HR and Area Coordinators, maintain an updated list of all short-term staff who actively transact with the program.
• In collaboration with Area Coordinators and Procurement, maintain database of all logistics service providers eg Trucks and trucks who actively transact with Safe Water.
• Support in Safe Water offices Lease agreements management
• Keep track of all the Safe Water office leases to ensure non-violation of all lease agreement components by the lessor or by the lessee.
• Participate in negotiations/relationships with landlords on all lease agreements entered by Safe Water.
• In case of office relocation, the holder of this position will work with Area Coordinators to ensure that key priority areas for Operations are factored in while scouting for new office e.g. Office safety, storage needs, basic utility supplies are adequate etc.
• Support in Operations unit roles in the Organizations’ Occupational Safety and Health
• Support in cascading Operations SOPs on Occupational safety.
• Work with Safe Water office officers to implement the general admin SOPs .
• Support in engagements with the field offices security companies to ensure compliance to the scope of work and that the security team are updated/trained on new safety/security guidelines or updates on the scope of work.

Qualifications, Skills and Experience:

• Bachelor degree in Business Administration, Logistics, Supply chain management, Economics or related field
• High level of competency in computer skills, MS office including excel and power point is essential
• At least (2) years of work experience working in Logistics, Inventory or Warehouse management position in an international organization with a multicultural environment
• Self-directed and self-motivating personality, with proven ability to manage demands from multiple clients while adhering to deadlines and priorities
• Highly motivated to achieve exceptional quality of results, and the ability to manage multiple tasks simultaneously;
• Experience working with rural communities will be an added advantage
• A critical, analytical, and process-oriented thinker with a willingness to form and adjust opinions based on evidence

Skills

• This position requires a strong ability to use logic to solve complex problems with good analytical and solving problems independently, and in a fast-paced environment
• A successful candidate will possess a strong work ethic, ability to work in teams, intellectual curiosity
• Good mathematical skills
• Strong sense of personal integrity
• Attention to detail and ability to multi-task
• Team spirit and problem-solving abilities
• Excellent interpersonal and communication skills
• Remains productive when under pressure
• Metrics driven performance philosophy.
• Good English written and verbal competence.

Preferred Knowledge

• Advanced skills in data Analysis and Interpretation in Microsoft Excel
• Above average report writing skills
• Skills in use of Microsoft Office 2013-16
• Be lover of new innovations
• Google Enterprise Apps
• Box cloud storage

Position Location

Role will be based in Jinja, Uganda.

How to Apply:
All suitably qualified and interested candidates should apply online at the link below.

Click Here

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