Operations Coordinator NGO Careers – VSO

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Job Title:        Operations Coordinator
Organisation: VSO
Duty Station: 
Uganda
Reports to: Head of
People & Operations
About US:
VSO is the world’s leading
development organisation that works through volunteers to fight poverty. We are
unique in the way we bring people together to share their skills and
experience, generate insights and ideas and, most of all, take action against
poverty and exclusion. It’s a highly effective approach that works, and today
is helping millions of people in some of the world’s poorest communities lift
themselves out of poverty.
Job Summary: The Operations
Coordinator will develop, support the Head of People & Operations to
implement and manage the Country Office Operations Function, being pro-active, customer-focused
and contributing to the Country Office objectives.    
Key Duties and Responsibilities:
Risk Management:
  • Take
    responsibility for security management, including updating the Security
    Briefing and Country Security Plan; producing regular Security Updates to
    volunteers and employees, facilitating the Safety and Security session at
    In-Country Training.
  • Ensure
    that incident reports are completed by volunteers and appropriate actions
    taken on common themes.
  • Complete
    regular risk assessments and update the country office risk plan
    quarterly, recommending appropriate actions for risk mitigation.
  •  Maintain the emergency phone. 
  • Ensure
    that the fire drill is appropriate, understand and regularly practiced.  
  • Lead
    on the non financial element of all audits, supervising any visits and
    ensure that items are closed in a timely manner.
Administration: 
  • Effectively
    manage all the country office’s facilities.  Ensure a Manual of Country Office procedures
    is kept up to date and changes are communicated to all employees.  Manage Country Office contracts with all
    service providers. 
  • Advise
    Country Office team on the use of resources to minimize waste, be
    environmentally friendly and cost effective. 
  • Ensure
    systems are in place to provide adequate Health & Safety standards in
    the Country Office.
  • Ensure
    volunteers are able to receive their mail on a timely basis.  Ensure that the country office and the
    grounds are always well presented, giving a professional image of VSO
    Uganda.
Procurement:
  • Negotiate
    fair terms for VSO contracts on rents(VSO and volunteers) and purchases.
  • Manage
    development of appropriate purchasing procedures for the Country Office
    and ensure they are effectively and consistently applied by all employees.
  • Assist
    with the clearance of imported goods. 
Asset Management;
  • Ensure
    systems are in place to safeguard VSO’s assets, ensuring maintenance of
    premises and other VSO property to VSO audit standards.   Maintain appropriate records of all
    assets, review assets regularly and recommend items for disposal.  
Line Management:
  • Effectively
    develop and manage a team. Ensure it performs to a high standard; ways of
    working and behaviors are in line with VSO values; compliance with legal
    and organizational requirements; positive response to change; delivery of
    a consistent customer-focused approach and achievement of objectives.
    Coach and support team to develop.
  • Ensure
    employee files are kept in accordance with the VSO Data Protection and
    Confidentiality Policy.
Budgeting, Forecasting and
Reporting:
  • Compile
    and manage budgets according to VSO guidelines, monitor expenditure,
    reporting variances and taking corrective action.   Set up systems to monitor, evaluate and
    report on the status of the Country Office in terms of procurement,
    procedures and budget expenditure.   
  • Fulfill
    other appropriate level accountabilities as defined by the Head of People
    & operations from time to time



Qualifications, Skills and Experience: 
  • The
    ideal candidate should hold a qualification in procurement and logistics
  • Three
    years experience working with a multi cultural organisation.
  • Previous
    experience working with international. Non-Government Organizations and
    with Government Officials.
  • Clean
    driving license.
  • Project
    management experience.
  • Excellent
    communication and problem solving skill are essential.
  • Line
    Management–experience of supervising staff. Ability to lead, develop,
    motivate, coach and support a high performing team.Demonstrable commitment
    to self and team delivering excellent customer service.
  • Information
    Technology Good level of computer skills (Windows, Excel, Power Point,
    Word, and Internet).
  • Communication
    Skills Excellent written and spoken English and Khmer.
  • Excellent
    interpersonal skills and ability to build partnerships and relationships
    in a multi-cultural environment.
  • Work
    Management and Problem Solving self-organized with ability to manage time
    and tight schedules, working effectively under pressure
  • Ability
    to work on own initiative, with a creative approach to problem solving.
  • Strong
    level of attention to detail.
  • Financial
    Management Good financial management skills (including ability to
    understand and work with restricted and unrestricted funds concepts, and
    project funding issues); understanding of financial management policy and
    excellent budgeting skills
  • Flexibility
    to adapt to new situations, with a positive attitude to working in an
    international organization. Able to travel occasionally and spend time
    away from base and home for up to 3 to 4 weeks per year
  • Commitment
    to VSO’s values, particularly in developing an understanding of climate
    change and Gender mainstreaming.
How to Apply:
All candidates are strongly
encouraged to send their applications online at the link below.
Deadline: 9th February 2018

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