US NGO Jobs – Senior Supply Chain and Administration Coordinator – American Refugee Committee (ARC International)
Job Title: Senior Supply Chain and Administration Coordinator
Organisation: American Refugee Committee (ARC International)
Duty Station: Kampala, Uganda
Reports to: Country Director
About US:
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.
Job Summary: The Senior Operations and Administration Coordinator is the key operations focal point for all program support to all field sites in Uganda. In addition, this position will oversee the operations in South Sudan programs (Remote management with up to 25% presence in South Sudan). S/he supervises national support staff in Kampala and Juba. Under the supervision of the Country Director, the Senior Operations and Administration Coordinator is responsible for overseeing procurement, logistics, fleet and transportation, in South Sudan and Uganda. This also includes management of supplier and vendor contracts, procurement and contractors’ database, tendering process, contracting, tracking payments, assets management, communication equipment, fleet management and travel coordination and management of ARC premises.
S/he is responsible for ensuring that all program support activities are implemented in a timely manner, according to agreed-upon targets and budgets, in coordination with program teams. The Senior Operations and Administration Coordinator will directly manage and build the capacity of Logistics, Supply Chain and Procurement staff ensuring that operational systems are in place and strengthened, and are consistent with ARCs and donor policies. The Senior Operations and Administration Coordinator will split his/her time between the Uganda and South Sudan programs; adjusting and responding based on the emergent and strategic needs of both locations. He/she will actively work toward deepening and defining what a robust cross-border Operations platform looks like.
Key Duties and Responsibilities:
Administration/Operational Management – 20%
- Provide strategic leadership to ensure the Operations Department focuses on key achievements and results.
- Provide strategic leadership and effective planning for, and oversight of operational activities to support of program activities to ensure successful and timely program implementation and achievement of targets within budgeted allocation.
- Effectively manage ARC assets, facilities, and administrative and logistical services.
- Ensure ARC’s owned or rented vehicle fleet is managed according to ARC policy, including routine maintenance and security and safety checks, with annual evaluation of fleet services and contracts to ensure adequate support for program delivery.
- Timely and appropriate establishment of all logistics infrastructure (warehousing, transport, distribution) and associated operating, management, and monitoring systems.
- Full compliance of operations with ARC and donor rules, regulations and policies.
- Maintain internal Standard Operating Procedures (SOPs) and operational policies.
- Coordinate staffing of, and management for the processing and updating of service contracts, including vendor contracts for legal counsel, security support, equipment maintenance, etc.
- Lead the negotiation and preparation of leases (office premises, guesthouses, warehouses), for all ARC rented premises.
- Ensure proper installation and full functioning of all IT equipment and licensed software.
- Ensure optimum connectivity with minimum disruptions and rapid recovery of systems and networks.
Supply Chain Management – 20%
- Supervise Supply Chain staff to ensure proper warehousing, communication, procurement, assets and stock management, and transportation to support program implementation.
- Provide technical leadership, training, and support to Supply Chain Managers/Senior Officers for the transparent and auditable management of all procurements for the Country Offices, in line with the policies and procedures of ARC International and donor regulations.
- Oversee the implementation of supply chain strategies, e.g. sourcing strategy, supplier selection, evaluation and performance measurement of suppliers.
- Ensure use of appropriate tools to facilitate procurement and price lists of procured items.
- Ensure the timely completion of all purchases/procurements and regular submission of procurement committee minutes.
- Review requests of large purchases to verify vendor, allowable expense, ensure accurate budget coding, availability of required supporting documents. Endorse for CD or HQ authorization, in accordance with policy on approval levels.
Security Management & Systems – 15%
- Advise State Program Managers on Security Safety Risk Management (SSRM) strategies, including the control and mitigation of risks as well as logistics and procurement required to be in compliance.
- Manage the SSRM process, supervising implementation of safety management policies, protocols, procedures, and mitigation measures.
- Provide security and staff safety briefings to new ARC staff and all ARC visitors.
- In coordination with the Regional Security Advisor and Country Leadership Team (CLT), review and update the Field Security Manual annually or more frequently, based on operating environment.
- Conduct regular field visits to monitor implementation of safety and security guidelines, assess field situation and modify and adapt safety plans as required to ensure staff and beneficiary security and safety.
- Develop and lead trainings for focal points, including development of site-specific staff security and safety plans, as well as protocol for communications technologies and equipment.
- Ensure and test regularly the functioning security and safety communication systems for country-level and field-level operations, including developing and monitoring SOPs.
Supervision – 15%
- Supervise, mentor and motivate operations teams, ensuring clarity of roles and responsibilities in, and accountability for operational support for program implementation.
- Provide/facilitate opportunities for staff capacity building and leadership development.
- Directly engage in transferring knowledge on operations systems, policies and processes.
- Ensure performance plans of logistics/procurement, IT, Administration and Security teams are developed in a timely manner, monitored regularly, and measured annually through ARC’s performance management process.
- Lead fair and transparent annual performance appraisal process.
Strategic Management – 20%
- Provide strategic leadership for country program operations, including evaluating current operating systems and developing strategic recommendations to strengthen systems in support of program implementation.
- Actively engage in strategic discussions and planning related to the country program and embrace leadership role as a member of the SMT, collaborating with peers to ensure successful and collaborative country program management overall and beyond operations.
- Participating in Annual Strategic Planning process, with special focus on operations in support of program delivery.
- Proactively develop the skills of ARC staff to understand and use supply chain tools and services to design and implement quality programming.
- Contribute to development of grant development and budget recommendations related to operational costs, staffing, and activities during the program development process.
- Attend UNDSS, OCHA, and other meetings on staff safety matters as needed and as appropriate and strengthen relationships with key security and safety contacts at the government, state, donor, and partner levels.
Reporting – 10%
- Ensure that monthly and quarterly procurement plans are developed, tracked, evaluated, and submitted, including that plans are within budget limits and compliant with donor requirements.
- Oversee and finalize monthly procurement tracking sheets and communicate to procurement teams and country program manager gaps in actual versus planned procurements for month.
- Prepare monthly status reports on procurement, assets, contractor database, and payments and report to SMT, holding monthly meetings if required to evaluate and address gaps as a team.
- Provide tracking reports of assess and/or commodity donations in collaboration with the country finance controller; review assets and/or commodity donation requests and provide distribution plan with recommendation to the country director for action.
- Monitor and report to the country director security situation and incident reports, coordinating with country security advisor) and field security focal points. Prepare and submit timely and accurate weekly Security & Staff Safety Reports and Incident Report to the country director and Regional Security Advisor.
- Lead assets inventory process to ensure compliance with ARC, donor, and legal requirements.
Qualifications, Skills and Experience:
- The ideal candidate for the American Refugee Committee (ARC International) Senior Supply Chain and Administration Coordinator job must hold a Bachelor’s degree or equivalent, and demonstrated experience; Master’s degree preferred
- Proven leader with a minimum of five (5) years of experience managing staff, at least three (3) years at the senior leadership level.
- Minimum five (5) years of progressive experience with responsibility for procurement, logistics/supply chain management, administration, and information technology, particularly with INGO in Africa and/or the MENA Region.
- Minimum three (3) years of experience managing humanitarian field security and safety efforts in secure and/or hostile environments.
- Strong analytical and organizational skills with an ability to manage multiple priorities with minimal supervision and to generate results in challenging and complex operating environment.
- Successful, demonstrated track record of professional achievement at the strategic and operational levels with an ability to track and monitor trends and issues; identify and recommend strategic solutions; evaluate evidence and make quick but critical decisions, and deliver results in a timely and efficient manner.
- Experience working with international donor administrative policies and procedures, including complex donor requirements.
- Computer proficiency in Word, Excel, PowerPoint and Access.
- Employs a can-do, solutions-oriented approach to find creative, innovative solutions in a complex operating environment.
- Exceptional interpersonal and communication skills and a collaborative spirit that motivates colleagues and produces results.
- Ability to succeed as a team leader and team member, forming trusting and credible work relationships within the SMT and staff.
- Experience working internationally, ideally in Africa and post-conflict and/or protracted humanitarian crisis setting.
- Ability to work productively, impartially, and respectfully in a multi-cultural environment.
- Willingness and ability to work in insecure environment and adhere to ARC security policies.
- Fluent in Spoken, Reading, and Written English.
NB: Applicant must be eligible to work in Uganda.
How to Apply:
All candidates should apply online at the link below.
Deadline: 6th September 2019 by 5:00pm
: List of Current Job Vacancies / Opportunities in Uganda