OPERATIONS MANAGER

Position

Operations Manager

Starting date

ASAP

Location

Kampala

Type of contract

Fixed-term

About ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; construct effective governance and support the building of civil society world wide by investing in people and their potential.

We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in the hard to reach areas. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements.

more than 500 projects a year reaching over 20 million beneficiaries. More on www.acted.org.

Main objective:

• Reporting directly to the Deputy Country Director, s/he will actively participate and contribute to the strategic, operational, and administrative program. S/he will also strengthen capacity and support FLAT and program staff to appropriately interpret, follow and adhere to relevant operational systems, policies, and procedures as they relate to the Country Strategy, workplan and budgets. The position will have direct supervision of the Logistics, Finance, compliance and HR/Admin departments, and additional management in partnership supervision of the SSD regional Heads of departments.

FUNCTIONS

Duties and Responsibilities.

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

  Required qualifications and technical competencies

• 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.