Operations Support Coordinator NGO Jobs – Relief International (RI)
Job Title: Operations Support Coordinator
Organization: Relief International (RI)
Duty Station: Uganda
Reports to: Country Director
About US:
Relief International is an international nonprofit organization whose sole mission is to reduce human suffering. We respond to natural disasters, humanitarian emergencies and chronic poverty. Relief International combines humanitarian and development approaches to provide immediate services while laying the groundwork for long-term impact. Our signature approach — which we call the RI Way—emphasizes local participation, an integration of services, strategic partnerships, and a focus on civic skills. In this way, we empower communities to find, design and implement the solutions that work best for them.
Job Summary: The Operations Support Coordinator is responsible for management, oversight, development, and daily supervision of all RI operations— encompassing the areas of human resources, finance, daily administration, logistics, and procurement. Reporting directly to the Team Leader/Country Director, the Ops Coordinator is part of the RI-Uganda senior management team, together with the Medical Coordinator and M&E Manager. As such, the Ops Coordinator contributes to overall strategy and program development, and represents RI externally with stakeholders.
Key Duties and Responsibilities:
Cross-cutting and managerial functions
- Actively participate in senior management team meetings— together with CD, Medical Coordinator, and M&E Manager/Biostatistician— including collaborative oversight for program implementation, administration, operations, and communications.
- Represent RI externally with key stakeholders— generally, and particularly in areas pertaining to operations.
- Oversee & manage all RI-Uganda operations: HR, Administration, Finance, and Logistics.
- Line-manage 4 staff, including HR/Admin Officer, Finance Assistant, Logistics Officer, and Logs Admin Assistant. Provide oversight and supervision of direct reports.
- Provide capacity-building for national staff: technical support, organizing training, and preparing a training schedule for operations staff in their area of work.
- Provide routine (daily, weekly, monthly, quarterly) monitoring of all operations and administrative systems such that they comply with RI field procedures and RI Code of Conduct.
- Provide the CD with immediate knowledge and analysis of any potential misconduct or gap in field procedures with regards to operations and administration policies.
- Manage the process of securing staff visas, work permits, travel permissions, etc. with the government of Uganda; support RI in maintaining positive and fruitful relations with all government administrative and humanitarian affairs coordination offices.
- Conduct routine reviews of RI Uganda administrative and operations policies, making recommendations to improve internal functionality and communications; ensure that all policy revisions, directives, memos are archived electronically and in hard copy.
- Conduct staff security briefings, attend regional security meetings in Moyo, and provide updates on security.
- Oversee all programme operations in Moyo and inform CD in case of challenges and gaps.
HR and Administrative Systems:
- Ensure proper roll out and regular review of HR policies, employment policies and procedures in compliance to RI’s standards and evolving national labor law.
- Ensure high quality, transparent, timely and efficient recruitment processes. Ensure staff hiring is conducted in compliance with RI’s policies and national labor law.
- Ensure that staff personnel files are created, maintained and updated with all relevant documentation, according to HR checklist.
- Ensure that all staff have undergone orientation and induction, with appropriate documentation.
- Ensure timely and efficient payroll preparation and submission, including accurate data on grant codes, number of days, benefits.
- Ensure provision of day-to-day advice to the program teams around interpretation and implementation of HR policies and procedures.
- Ensure proper management of processes relating to disciplinary actions, staff separation, and termination.
- Ensure that new contracts, contract extensions, staff transfers, promotions and other change of status/ personnel changes are processed in a timely manner.
- Ensure effective implementation of all day-to-day administration relating to operation of Relief International projects.
- Manage the process of securing all internal flights to/from RI offices for staff, ensuring that reservations and payments are conducted in accordance with RI field procedures.
Finance:
- Provide support to the Regional Finance Director with regards to timely processing of all funds requests and contracts, ensuring their compliance with RI finance field procedures.
- Oversee data entry by Finance Assistant into Netsuite Financial System per RI Finance policy, with support from Regional Finance Director.
- Serve as a bank signatory for RI-Uganda and the focal contact person for Uganda Revenue Authority.
- Write cheques, prepare vouchers, and authorize/make payments.
- Ensure that cash books are prepared and maintained on a daily basis.
- Ensure that petty cash is managed properly including documentation in petty cash register, and ensure that minimum cash balance is kept in the office at all times.
- Ensure payment of payroll and other taxes to Uganda Revenue Authority (URA), in compliance with Uganda tax regulations
- Prepare financial expenditure statements for the field operations.
- Ensure all backup documentation is properly organized and filed for complete transparency and audit purposes
- Coordinate and maintain cash forecasting system to ensure that adequate funds are available to meet monthly working requirements.
- Prepare specific budgets and expenditure forecasts as and when required by supervisor
Logistics:
- Review all procurement requests made from program and support staff teams, ensuring their compliance with RI finance field procedures and that they fit within the budget.
- Ensure proper functioning of RI’s medical storage warehouse, and transit of medicines and supplies to clinics.
- Ensure efficient, timely, and quality implementation of procurement, fleet management, asset management, and all other relevant areas of logistics.
- Ensure proper staff management by direct reports, including support staff at clinics and RI office and residential premises
- Liaise with the District Logistics Officer, UNHCR, and other relevant stakeholders as needed for logistics-related issues.
- Support the logistics team to creatively and resourcefully solve challenges arising in the field on a day-to-day basis.
- Ensure that logistics documentation is properly organized, filed, maintained, and accessible, both in hard copy and electronically (e.g. requisitions, quotations, CBA, GRN, Invoices, Payment Authorizations).
- Stay abreast of RI Safety and Security Policies, and act as focal person when TL/CD is out of Moyo or Uganda.
- Stay abreast of the current events and best practices in the fields of humanitarian relief and development for operations.
Qualifications, Skills and Experience:
- The ideal candidate for the Relief International Operations Support Coordinator job placement should preferably hold a degree in non-profit management, finance, international relations, human rights, economics, or related fields.
- Significant (at least 2 years) experience working with an INGO in operations areas, in increasing positions of reporting and responsibility.
- Experience (2 years) developing and implementing operations and administrative management activities for an INGO.
- Outstanding leadership and team building skills.
- Strong logistical planning and problem-solving skills.
- Highly organized and systems-oriented.
- Experience with financial program management and analysis.
- Experience living and working in dynamic, insecure environments and with local communities.
- Ability to live and function at a high capacity within a collaborative organizational structure.
- Ability to live and work from within a remote post.
- Understanding of the political and cultural context in Uganda and West Nile region
- Demonstrated computer proficiency with MS Office at a minimum, QuickBooks and NetSuite skills an asset.
How to Apply:
The applicant must send an application which must include:
- Curriculum Vitae (CV)
- Letter of Interest (application cover letter)
- Photocopies of documents showing your credentials/qualifications for this position, if applicable
Address your application to: Country Director, Uganda
Please drop your applications in a sealed envelope, stating the position you are applying for to:
Relief International Office, Vura Madulu, Moyo Town Council, P.O Box 152
Or at;
Itula Sub County,
Dongo Center Relief International Compound.
Email to: UgandaRecruitment@ri.org (you must indicate the position in the subject line of email)
Deadline: 3rd May 2018
: List of Current Job Vacancies / Opportunities in Uganda