About US:
University Research Co., LLC (URC) is a global company dedicated to improving the quality of health care, social services, and health education worldwide. With a non-profit affiliate, the Center for Human Services (CHS), URC manages projects in over 45 countries, including the United States.
About USAID RHITES-EC Project:
University Research Co., LLC (URC) is implementing the USAID Regional Health Integration to Enhance Health Services in East Central Uganda Project (USAID/Uganda RHITES-EC) whose aim is to support the implementation of a comprehensive integrated investment in regional health, nutritional assistance and HIV/AIDS programs. The five-year project targets 11 districts in East Central Uganda with an estimated total population of 4.1 million through a district-based integrated package of quality health, nutrition, HIV / AIDS and childe development services.
Job Summary: The Operations Manager primarily ensures effective and timely provision of operations and administrative services to the project through supervision, oversight, guidance and support to operations and administrative staff. The incumbent is responsible for oversight and management of the following project functions and services: fleet & transport management, procurement of goods and services required to support project operations, physical facilities and general office support services, in-country air and ground transportation, international travel, filing, and ensuring compliance with USAID regulations, URC-CHS policies and procedures, and Government of Uganda regulations and laws. The Operations Manager will also be responsible for effective linkages between central office and field level operational issues and challenges, and ensuring effective and efficient attention of the senior team to addressing those issues.
Key Duties and Responsibilities:
Work plan development and implementation:
Actively participate in work plan development with the entire project team.
Jointly, with Senior Management Team, coordinate program implementation, including effective provision of administrative and logistic support to district, health facility, community based and other field activities.
Work closely with the Project technical teams, and the Finance/Administration team, to plan for and implement detailed and efficient operational support to project supported districts, health sub districts and health facilities. This includes but is not limited to: logistics support for on-site and off-site project supported activities (e.g., outreach camps, laboratory sample transportation hub network activities), and procurement support to both central office and cluster teams.
Participate in the development of monthly, quarterly and annual reports.
Project Procurements:
Manage the procurement of goods and services for project operations and ensure compliance with USAID regulations, URC-CHS policies and GoU regulations and laws.
Work closely with the Deputy Chief of Party (DCOP) to ensure that all supplies required for project implementation are purchased on time to avoid stock outs in line with USAID and Internal URC rules & regulations
Ensure that competitive procurements are conducted and properly documented as required.
Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
General Office Administration & Support Services: The Operations Manager is responsible for ensuring the provision of effective and timely general administrative support services, including management of relationships with third parties contracted to provide services, including security, telephone, internet, waste management and other related services. S/he will also ensure that there are systems in place to secure effective:
Front desk management – including courteous and professional arrangement of the reception area at all times, timely attendance to visitors, conference/meeting rooms management and scheduling for meetings with internal staff and visitors, etc;
Professional, courteous and timely attendance to the switchboard and incoming calls.
System to receive, sort and distribute mails in a timely manner;
Dispatch of documents in an organized and effective manner, including securing an audit trail for all dispatches.
Physical Facilities Management:
The jobholder will manage the leasing and maintenance of offices and residences used by the project, both in Jinja and in the districts regions. This includes determination of project needs for offices and residences, identification of multiple choices for selection, engagement of appropriate project staff in visiting potential sites, management process of evaluation and selection, and negotiation of leases.
Ensure that facilities are properly maintained to ensure safety of staff and visitors by engaging high Environmental Health and Safety standards – this will include ensuring that all offices comply with GoU Environment and Health Safety laws and regulations.
Ensure that home office staff are appropriately involved in reviewing and finalizing leases.
Ensure lease renewals are processed on time.
Fleet Management, In-Country Travel and Transportation: The Operations Manager will work with staff and consultants to ensure that in-country travels are planned in advance, including travel advances and management of contracts with service providers. This will include:
Regularly monitor the number of vehicles required by project staff for daily operations and procure or lease additional vehicles as appropriate;
Ensure project-owned vehicles are properly licensed, insured, maintained and repaired;
Manage the selection and utilization of third party transportation providers used by project staff;
Work closely with the DCOP, Director Finance & Administration and Cluster Coordinators, establish and employ a system to manage the utilization of a mix of project owned and private transportation services that ensures project needs are met in a timely and cost-effective manner;
Ensure staff, eligible visitors and consultants arriving in Uganda are met at the airport and transported to their initial destination safely.
Security & Emergencies Management: The Operations Manager is the project Security Focal Point (SFP), and assists the COP in the management of daily duties that pertain to the safety and security of staff, program and property, which include:
Organize security training, promote the development of a security management system for the program, be able to take full charge of the organization and facilitation of preparing the Safety and Security Management Plan (SSMP);
Provide logistic support, elaborate and guide the security strategy of the program as directed by the COP – this includes during emergencies, disasters, evacuations, etc;
Closely work with the COP and senior management to create business continuity plans and establish a line of succession for delegating authority in the office in the case of sudden evacuation and/ or disaster – including oversight of disaster recovery activities as required.
Inventory & Stores Management: The Operations Manager will develop and maintain a detailed inventory record of all project resources, including tracking any new additions, write-offs/disposals, movement across offices (and officers), maintenance status, tagging and periodic physical verifications in accordance with URC Asset Management Operating Procedures. More specifically, s/he will, amongst others:
Ensure all inventory and project assets are insured in accordance with URC policies;
Ensure all procured inventory is accurately captured and updated on the inventory tracker;
Ensure implementation of project marking and branding plans on all assets and inventory, which will be engraved and identified with unique numbers;
Follow up on lost/missing and damaged assets, keep accurate and up to date documentation of such losses/damages for reporting and follow up with the client;
Ensure separating project staff have surrendered all project assets, updating the inventory tracker appropriately.
Monitor the usage of expendable supplies (toners/stationery, etc) ensuring that these are expended judiciously and avoiding any stock-outs.
Any other duties consistent with this Job Description, as assigned by the immediate supervisor and/ or the Chief of Party.
Qualifications, Skills and Experience:
The applicants for the USAID RHITES-EC Operations Manager job opportunity must hold a Bachelor’s Degree in business administration (Master’s Degree preferred), in Business, Management, Finance, Administration, or other related field
At least ten years’ experience working in a business environment with demonstrated operational experience and with six years at high level of responsibility and integrity
Knowledge and/or experience with public health programs in developing countries is desirable
Proven track record successfully supervising several staff
Demonstrated ability to work in teams
Ability to multi-task in a high-paced environment
Excellent interpersonal and written communication skills, particularly as related to report development
Proficiency with MS Office Suite, with excellent MS Word and Excel skills
How to Apply:
All suitably qualified and interested candidates who wish to join the USAID RHITES EC Project should send their cover letters, curriculum vitae, copies of academic credentials and contact information for 3 professional references addressed to:
Human Resource Coordinator,
University Research Co., LLC – Centre for Human Services,
Plot10 Kiira Lane, Mpumudde Division, UGANDA
E-mail to: HR-RHITES-EC@urc-chs.com
Deadline: 9th February, 2017 by 12:00pm