Operations Manager

• Bachelor’s Degree in any related field

• Masters’ degree is an added advantage.

• A minimum of 7yrs experience setting up and managing administration, procurement, logistics and human resource systems in NGOs or business with supervisory responsibilities.

• Sound knowledge of administration and logistics procedures is highly desirable.

• Proven supervisory ability and/or technical skills combined with leadership.

• Strong interpersonal skills and ability to establish and maintain effective working relationships with colleagues in diversified multi-cultural and multi-ethnics working environment,

• Skills in managing, organizing, planning and implementing assigned tasks under pressure of frequent and tight schedules.

• Strong ability to apply good judgment, negotiation, representation and decision-making skills in difficult and complex working environment.

• Demonstrated analytical and problem-solving skills in difficult and complex working environment.

• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.

• Excellent Oral and written English skills required;

• Ability to work effectively with ethical diverse team in sensitive environment.

Job application procedure

Qualified Uganda Nationals with the required qualifications/skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts. Send to [email protected] before 5:00PM before the 30th March 2024 with the subject line as APPLICATION FOR OPERATIONS MANAGER – UGANDA. Note that Applications sent without this exact subject line will not be shortlisted.

• Bachelor’s Degree in any related field

• Masters’ degree is an added advantage.

• A minimum of 7yrs experience setting up and managing administration, procurement, logistics and human resource systems in NGOs or business with supervisory responsibilities.

• Sound knowledge of administration and logistics procedures is highly desirable.

• Proven supervisory ability and/or technical skills combined with leadership.

• Strong interpersonal skills and ability to establish and maintain effective working relationships with colleagues in diversified multi-cultural and multi-ethnics working environment,

• Skills in managing, organizing, planning and implementing assigned tasks under pressure of frequent and tight schedules.

• Strong ability to apply good judgment, negotiation, representation and decision-making skills in difficult and complex working environment.

• Demonstrated analytical and problem-solving skills in difficult and complex working environment.

• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.

• Excellent Oral and written English skills required;

• Ability to work effectively with ethical diverse team in sensitive environment.

Job application procedure

Qualified Uganda Nationals with the required qualifications/skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts. Send to [email protected] before 5:00PM before the 30th March 2024 with the subject line as APPLICATION FOR OPERATIONS MANAGER – UGANDA. Note that Applications sent without this exact subject line will not be shortlisted.

Operations coordination:

• Provide leadership to operations team ensuring quality service and efficiency of project operations.

• Actively participate and contribute to Project Management & FLATs meetings.

• Regularly visit all field sites to monitor and support compliance to set operational protocols and plans.

• Provide routine monitoring and reports (daily, weekly, monthly, quarterly) of all operations and project administrative systems.

• Contribute to project reporting, accountabilities and improvements including the Project Implementation**.**

• Represent Acted internally and externally with key stakeholders generally, and particularly in areas pertaining to operations.

• Ensure positive working relations and collaborative interactions within all operational teams, across workstreams, project field sites, and other Acted support entities.

• Represent Acted in all relevant working groups or coordination platforms to obtain up to date information with regards to legal policies regulating NGO operations

Operational team management:

• Line manages (directly or in partnership) the FLAT operations staff with respective direct supervisors. These include the Finance, Logistics, HR-Admin and Transparency & Compliance teams.

• Provide capacity-building technical support, and mentorship for FLAT staff to ensure that they understand, follow, and comply with relevant systems, processes, and procedures.

• Lead and conduct high-quality, regular, and documented meetings with FLAT teams for technical guidance, joint planning, performance review, progress reporting, shared learning and problem solving.

• Support, supervise and mentor operations team to internalize project and Acted operational performance targets, expectations, processes, and policies.

• Ensure timely submission of monthly reports.

Finance and Grants support:

Coordinate with Finance and Grants team to:

• Prepare and supervise implementation of operational budgets in accordance with Acted financial and budgeting systems.

• Coordinate orientation of project staff on finance and grants related tools, schedules, and processes.

• Ensure and coordinate preparation, reviews, and submissions of monthly Budget Follow Up (BFU).

• Review and approve payments as per Acted Authorization Matrix.

• Contribute to financial reports.

• Support finance and grants documentation is properly organized, filed, maintained, and accessible, both in hard copy and electronically.

Logistics and Procurement

Coordinate with Supply Chain team to:

• Ensure timely drafting of project procurement plans and timely supply chain processes.

• Carry out periodic customer care assessment of the supply chain department.

• Carry out market assessment and update supplier database.

Administration

Coordinate with Human Resources and Administration to:

• Ensure that all project staff undergo orientation and induction and logistically equipped to perform their roles, with appropriate documentation.

• Ensure that project asset files are created, maintained, and updated with all relevant documentation, according to relevant checklist.

• Ensure provision of day-to-day advice to teams around interpretation and implementation of relevant administrative policies and procedures.

• Provide support to the HR-Administration officer with regards to timely processing of all fund’s requests and contracts, ensuring their compliance with procedures.

• Ensure Acted compliance to all regulatory laws of Uganda in terms of human resource and operational procedures such as (Taxes, permits etc.).

• Initiate periodic review of all relevant policies and guide SoPs.

Risk Management:

Coordinate with Transparency & Compliance team to:

• Ensure continuous update of Risk Management Matrix for operations and follow up.

• Ensure rigorous follow-up on internal and external audit recommendations.

• Coordinate periodic training of operation support and project teams on policy updates both internal and donor.

• Ensure all staff continuously receive refresher training on Acted Code of Conduct.

• Contribute to Project Risk Management Plan, reviews, updates, and reporting