The Ugandan Jobline

• Ensure operations receive timely,
  effective and efficient management, administrative, financial and
  logistical support services in order to meet project objectives
• Ensure management, administrative and
  logistical support systems and procedures are followed
• Implement appropriate management,
  administrative and logistical support systems and procedures in
  coordination with the Operation Manager & the CPD and in line with
  AIRDs SOPs
• Line manage the support and
  administration team, ensuring individuals work effectively and
  productively
• Oversee cashbook entries and financial
  coding at the Sub Office and field, ensuring that financial procedures are
  followed
• Oversee as aspects of logistics, ensuring
  program logistical procedures are adhered to and developed where
  necessary, in liaison with Operations Manager
• Ensure good communication and
  coordination between the support and administration team and the technical
  operational team
• Work closely within the framework of
  AIRD’s core values, promoting its ethos and mission statement
• Keep informed of AIRD activities
• Work as part of a team and liaise with
  other departments to ensure effective communications across the
  organization
• Ensure the full implementation of the
  Human Resources, Procurement, Logistics, and Financial SOPs throughout
  AIRD programs
• Participate in meetings, networks,
  seminars and conferences where relevant and beneficial to AIRD and its
  mission and mandate
• Undertake and apply learning from
  appropriate training and development program
• Contribute to fundraising initiatives
  where appropriate
• Undertake any other duties appropriate to
  the post as may be required

• Day to day project management for all
  construction activities under Sub Office including Field Office
• Oversee as well as coordinates assigned
  engineering, planning, design, and also construction works
• Ensure adherence to quality, budget and
  schedule
• Coordinate the administration and
  approval process for projects and provide updates
• Coordinate the development and
  preparation of contracts for a variety of construction projects
• In charge of planning, developing,
  negotiating, and administering formal agreements as well as permits with
  third parties, including local agencies and UN agencies.
• Work closely with partners to ensure
  proper and comprehensive project implementation
• Negotiating service agreements and
  managing associated costs and revenues
• Preparing detailed schedules of work,
  feasibility studies and cost estimates of engineering solutions
• Undertaking technical and feasibility
  studies including site investigations, complex and repetitive calculations
• Compiling job specifications and
  supervising tendering procedures
• Resolving design and development problems
• Ensuring the full implementation of the
  Procurement SOP
• Managing budgets and project resources
• Scheduling material and equipment
  purchases and deliveries
• Making sure the project complies with
  legal requirements
• Assessing the sustainability and
  environmental impact of projects
• Ensuring projects run smoothly and
  structures are completed within budget and on time

• Supervise, monitor and coordinate
  movements of supplies to and from the West Nile Region
• Ensure all stock movements are authorized
  by UNHCR and proper update of stock card, bin cards and warehouse system
  is adhered as per the UNHCR rules and regulations.
• Ensure all receptions are supported by
  proper documentation and update of stock card, bin card and warehouse
  system is maintained
• Ensure that goods received are properly
  counted and any discrepancy is reported immediately to UNHCR supply
  section
• Ensure the proper storage of items
  according to each reference requirements
• Establish and maintain proper filing
  system for all relevant documents related to warehouses
• Prepare and submit weekly stock movement
  report and share with UNHCR and CMT
• Produce monthly consolidated stock
  movement report.
• Conduct inventory of all warehouse on a
  monthly basis jointly with UNHCR Supply Section and make sure that the
  inventory report is counter-signed by UNHCR
• Ensure the full implementation of the
  Logistics SOPs throughout AIRD programs

• Planning transport and fuel operations in
  coordination with logistics officer in the field
• Ensuring that vehicles move only with
  official permission, and only with persons authorised by management. That
  vehicle movement is controlled to produce effective and timely delivery of
  services to the client and beneficiaries
• Ensuring that drivers comply with the laws
  of the countries at all times and at all times act with courtesy, good
  manners and appropriate respect
• Ensuring that fuel for each vehicle is
  monitored, recorded and accurate reports submitted timely as required by
  UNHCR Logistics Section
• Ensuring that drivers are properly
  informed of any new legislation, local bye-laws, project guidelines and
  other information relevant to their duties timely and effectively.
• Ensuring that acceptable standards of
  monitoring, evaluation and reporting on the transport sector are
  developed, maintained and recommendations made to management timely and
  effectively
• Ensuring that all commodities that are
  transported are accompanied by Waybill and correspond to the Transport
  Issue Order (TIO)
• Ensuring that no illegal and unauthorized
  persons and commodities are transported.

• Be part of the induction of new staff to
  the Sub Office
• Conduct appraisals of line managed staff
  as per AIRD systems
• Responsible for support and administration
  staff selection, recruitment and disciplinary systems and procedures
• Assist in the process of national staff
  capacity building, identifying training needs and providing mentoring
  support where appropriate

• Ensure daily communication and
  coordination with the Country Management Team, participate in CMT meetings
  and coordinate Sub Office management meetings and briefings
• Ensure timely and detailed production of
  AIRD program internal reports as directed by the CPD

• Represent AIRD when dealing with local
  authorities, other organizations and NGOs within the Sub Office area of
  operations
• Ensure all relevant parties are kept
  informed of AIRD activities as appropriate
• Support the CPD in his/her in-country
  Public Relations/Communications role

• Coordinate the collection of information,
  and draft funding proposals and budgets for submission to AIRD HQ for
  approval, as directed by the CPD
• Provide support to the CPD, Operations
  Manager and Kampala HQ/ in identifying and collecting information on
  possible future donors and funding opportunities to support AIRD
  activities
• Support the CPD in creating and
  maintaining relationships with donors, partners and other parties as
  required

• Develop and maintain systems for
  recording programme activities, outputs and impact
• Provide relevant materials, case studies,
  photographs, events and media contacts in line with AIRD’s corporate
  profile, identity and message as directed by the CPD and in co-ordination
  with AIRD HQ Communications Department
• Establish appropriate internal reporting
  formats and ensure effective internal information flows

• Significantly contribute towards programme
  business plans and budgets as directed by the Operations Manager
• Assist the Operations Manager as required
  in the planning and implementation of activities and events within the programme
  area
• Assist in the monitoring and evaluation of
  program activities

• The ideal candidate should preferably hold
  a Civil Engineering degree and / or a bachelor’s degree and/or post
  graduate degree in a relevant field
• A minimum of four to seven years of
  practical experience in humanitarian response
• Familiarity with the humanitarian reform
  process
• Proven skills in networking and
  relationship building
• Excellent analytical and information
  gathering skills
• Cultural sensitivity
• Significant work experience with a
  non-profit sector
• Excellent communication skills (oral and
  written) in English/French
• Proficiency to use MS Office suite of
  applications and other IT systems
• Ability to write clearly articulate
  proposals, reports, and correspondence
• Strong analytical, communication and
  problem solving skills is necessary along with capacity to identify and
  articulate potential problems and provide possible solutions in concise
  and clear manner
• Previous experience working with
  international development partners, international nongovernmental
  organization (INGOs) and donors (in particular UNHCR experience) is an
  asset
• Fluent in English. French an added
  advantage
• Willingness to travel for program
  requirements

• Behave Ethically: Understand
  ethical behaviour and practices, and ensure that own and the behaviour of
  others is consistent with these standards and aligns with the values of
  the organization
• Build Relationships: Establish
  and maintain positive working relationships both internally and
  externally, to achieve the goals of the organization
• Communicate Effectively: Speak,
  listen and write clearly using appropriate and effective communication
  tools and techniques
• Creativity/Innovation: Develop
  new and unique ways to improve operations of the organization and to
  create new opportunities
• Foster Teamwork: Work
  cooperatively and effectively with others to set goals, resolve problems,
  and make decisions that enhance organizational effectiveness
• Leadership Positively:
  Influence others to achieve results that are in the best interest of the
  organization
• Decision making: Assess
  situations to determine the importance, urgency and risks, and make clear
  decisions which are timely and in the best interests of the organization
  as authorized
• Organizing: Set priorities,
  develop a work schedule, deploy the right resources and monitor progress
  towards goals
• Plan: Determine strategies to
  move the organization forward, set goals, create and implement actions
  plans, and evaluate the process and results
• Ensuring value for money i.e.
  program/project monitoring
• Ability to work under hardship environment
  and with minimum supervision

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