American Refugee Committee (ARC) ,Operations Coordinator Job Vacancy in Uganda

Job Title: Operations Coordinator

Organisation: American Refugee Committee (ARC) International

Duty Station: Kampala, Uganda

About ARC:

The American Refugee Committee (ARC)
International is an International nonprofit, nonsectarian organization that
provides humanitarian assistance and training to millions of beneficiaries
around the world. The ARC seeks to promote peaceful and safe communities where
men and women have equal rights and communities can access locally owned,
high-quality services.

Job Summary: The Operations Coordinator will be responsible for
overseeing all operational support cells (Admin, Procurement, Logistics, IT,
constructions and Security) for ARC Uganda. The Operations Coordinator works
closely with Senior Programs Coordinator, HR Manager and Finance Controller to
ensure effective communication and coordination.

Key Duties and Responsibilities:

1. Operations Management:

Ensure overall
operation department’s support for smooth running of programs as required
Directly supervise
and coordinate the In-charges of the operations department (Admin,
Logistics, Procurement, IT and Security) and provide direction to
Operations field staff
Ensure and
facilitate efficient and effective coordination within operations
department and between operations and other various departments to ensure
a results-oriented approach
Implement,
document and ensure that all ARC operations (Admin, Logistics,
Procurement, IT and Security) policies and procedures are applied at all
times by all staff and propose/develop improvements when required, in
close cooperation with the Area Coordinators, Senior Programs
Coordinator, Logisticians, IT In-charge and the CD
Actively promote
continuous training and mentoring to operations staff including
identification of capacity building opportunities
Actively
participate in weekly, quarterly, and other coordination meetings as
required
Take part in
Grant Opening and Closing meetings to incorporate operations planning into
overall project planning and evaluation
Ensure regular
communications are maintained between the field sites and the Kampala
office
Participate in
hiring of the operations staff.
Ensure
preparation of reports as required and in accordance with deadlines

2. Administration Function:

Provides office
services by implementing administrative systems, procedures, and policies;
monitoring administrative projects; maintaining suggestion program.
Quickly resolves
administrative problems by analyzing information; identifying and
communication solutions.
Maintains
continuity of work operations by documenting and communicating needed
actions to management; discovering irregularities; determining continuing
needs.
Guides employee
actions by researching, developing, writing, and updating administrative
policies, procedures, methods, and guidelines; communicating developments
to management.
Completes
administrative projects by identifying and implementing new technology and
resources; redesigning systems; recommending re-deployment of designated
resources.
The Operations
coordinator should be a Member of the Senior Management Team (SMT)
meetings.

3. Logistics, Procurements, Legal issues and
IT:

In charge of
procurement management and support to ensure that there is no disruption
in the support necessary for ongoing program activities as well as
operational requirements
Ensure that all
procurement is done according to ARC guidelines (and donor requirements
where necessary).
Carry out spot
checks to ensure compliance with ARC guidelines (inventory control, fuel
usage, procurement, warehouse control, etc.)
Ensure that all
reporting for the logistics department is completed accurately and in a
timely fashion; where necessary, train national staff to produce high
quality reporting.
Enforce the
Standard Operating Principles (SOPs) as they relate to the role of the
logistics department.
Ensure proper
and sufficient equipment is in place and well maintained for smooth
functioning of ARC IT department and maximum preservation of assets
Intuitively
review, revision and institutionalization of operations policies and
procedures per ARC guidelines
Ensure
warehousing and inventory of assets according to ARC policies and
procedures as well as donor guidelines
Ensure that all
administrative requirements and documentation are updated and respected
(ARC Uganda registration, taxes, expatriate and office housing contracts,
etc)
Manage
in-country visa requirements issues for expatriate staff

4. Construction:

Upon request
from Program’s department with regards to program –related construction
work, initiate the process of advertisement for obtaining quotations along
with the bill of quantities from the interested contractors, including the
process of bid-opening, analyzing and selecting of contractors
Prepare
contracts and negotiate revisions, change and additions to contractual
agreements with the contractors
Ensure that the
contractor strictly adhere to agreed timelines with regards to the overall
construction phase and that any delays should be justified in writing
Take actions to
deal with the results of delay, bad weather, or emergencies at
construction site
Intuitively
review all request for payment by contractors ensuring that all such
requests are within the reasonable construction accomplishment timeline.

5. Security:

Assume overall
responsibility for the security and safety of program staff and assets.
Develop and
continually update written security procedures and protocols.
Coach and train
staff where necessary in safety and security procedures and protocols
Work closely
with UN organizations and international agencies on security matters when
required
Design/conduct
training based upon security “best procedures” for staff
Make and
maintain contact with security focal points at the national and local
level to ensure steady exchange of updates around security in country
Take active
participation in the on-going monitoring of the security situation and
update security situation regularly
Provide security
clearance with respect to any travels.
Update visitors
on security situation before and after arrival in Uganda
Guide the
Country Director on steps necessary to take on any emergency security
situations

6. Representation:

Establish a good
rapport with local and national level administrative, labor, customs,
immigration, and other officials to ensure that ARC projects conform to
local laws and customs and to minimize bureaucratic restraints on project
implementation.
Establish good
rapport with other INGO’s and humanitarian actors
Attend all
meetings organized to discuss security and logistical issues impacting ARC
operations on the ground (UNDSS, security meetings, etc)

Qualifications, Skills and Experience:

The ideal
candidate for the American Refugee Committee Operations Coordinator should
hold a degree in Logistics, Procurement, Business Administration with CIPS
certification
Five or more
years’ experience in Admin, logistics, procurement, IT, and security
management with an International NGO.
Past experience
having managed operations (including security) in conflict-impacted
setting
Significant
experience in guiding and influencing teams of senior professional staff.
Excellent
cross-cultural communication skills
Excellent staff
capacity building and training skills
Computer literacy
skills
Demonstrated
ability and flexibility to adapt to changing requirements
Possess
willingness to work for long hours/ weekend as may be required
Highly developed
organizational, liaison and communication skills is an advantage
Excellent
interpersonal relationship development skills
Strong
problem-solving, analytical and decision-making skills