Field Systems Manager (2 Positions)

Field Systems Manager (2 Positions)

Field Systems Manager (2 Positions – Bugiri and Agago)

 

GOAL is currently seeking to hire competent persons as Field Systems Manager to be based in Agago and Bugiri This is an exciting opportunity for you to join an extremely dynamic International NGO and to use your skills. If you are familiar with working within the international development aid sector and have a strong background in the areas mentioned, then you are the one we are looking for!

 

About the Role

The Field Systems Manager works under the direct supervision of the Head of Systems (based in Kampala). The Field Systems Manager is responsible for providing overall oversight and leadership on operations at field level. The role is ultimately about ensuring GOAL support functions (Logistics, Procurement, Security, Finance, HR , Admin and Compliance) provide effective support to enable successful programme delivery, providing effective people management  ensuring that GOAL staff are given clear direction, support supervision and remain productive and accountable, and maintaining strong working relationships and coordination with local government and external stakeholders.

 

Key Duties and Responsibilities: 

Systems Support

• Manage all systems support to the field offices including logistics, procurement, facilities, admin, security and people management in accordance with GOAL policies and procedures and Donor and Government of Uganda requirements
• Lead on new location assessments and office set up as may be required.
• Identify operational needs across the field office(s) and either solve or submit clear recommendations to the Head of Systems
• Develop guidance and information materials on field offices systems and induct all new staff and visitors on office systems procedures (as appropriate)
• Provide administrative support as required for any events or activities happening in the field office.
• Work with Programme teams, Finance/Admin and Logistics Staff to consolidate and ensure that their rolling budgets and funds requests are accurate and timely
• Prepare and submit the office logistics report and any other report as may be required.
• The position may be deployed to other locations in GOAL as / if need arises.

Logistics & Procurement: Supervise the field logistics officer and ensure effective logistics and procurement across assigned field offices

• Ensure the necessary logistics and procurement guidelines are followed as per GOAL policies and procedures
• Review field office procurement plans, Order Tracking Sheets (OTS), Stock management Sheets (SMS) and Fixed Asset Registers (FARs)
• Ensure that stock, inventory and asset lists are updated regularly across all field sites and there is a functioning system in place for asset and stock planning and replenishment.
• Ensure the contract database and framework database is updated accordingly, reconciliations are completed monthly with complete paperwork for payments being submitted to Finance on a timely basis.
• Ensure that relevant contracts and framework agreements are in place and renewed on a timely basis.
• Regularly check the procurement process to ensure delivery of the correct supplies, completion of works consultancies through contract completion reports.
• Oversee the stores and ensure that they are functioning well in line with provided guidelines
• Ensure effective contract and framework agreement management with timely reconciliation and payment of invoices
• Ensure that there is a functioning system for transport and accommodation bookings for staff movement.
• Ensure that the logistics filing system and record keeping is in line with GOAL guideline and policies.
• Ensure that relevant stock and asset counts are completed, and complete assessments of all field offices on a regular basis (minimum quarterly) to ensure that logistics systems are being implemented.
• Report immediately in accordance with procedures any issues of loss or damage to stock, inventory or assets
• Ensure that all relevant reports are compiled, reviewed and submitted on time

Fleet Management: Supervise the field logistics officer and ensure effective use of vehicles/ motorcycles across assigned field offices

• Ensure that all aspects of driver/rider and vehicle policy are implemented and adhered to.
• Ensure that all vehicle and motorcycle movements are well planned and plans are adhered to.
• Ensure that checks related to safety of vehicles are carried out on a regular basis.
• Ensure that a vehicle /motorbike maintenance plan is in place and executed to set standards.
• Ensure that timetables are in place for renewing of insurance/taxation/road licences etc. and that vehicles comply with relevant legislation at all times.
• Ensure that vehicle and motorcycles usage is controlled and monitored (including fuel usage, etc.);
• Ensure that all relevant monthly reports are compiled, reviewed and submitted on time;

Premises: Supervise the field logistics officer and ensure effective premises management across assigned field offices:

• Ensure effective management of rental contracts including compliance with all terms, liaison with landlords in accordance with the contract and timely, accurate preparation of all internal documentation for payments, reviews and renewals.
• Ensure adequate provision of utilities, power and internet connectivity in all premises, and that bills are settled in timely manner
• Ensure good occupational safety and security in all premises; encouraging and supporting the logistics officer in raising issues and identifying / reporting all health and safety hazards.

Financial & Administrative management: Supervise the Finance & Admin officer and provide oversight to the finance function across assigned field offices

• Ensure GOAL and donor financial policies are adhered to in all transactions
• Work with finance staff to ensure rolling budgets and funds requests are accurate and timely
• Ensure that accounts are compiled as required and sent to Kampala Finance Department
• Carry out cash counts weekly and other physical spot checks as appropriate to ensure accurate documentation
• Responsible for field core cost budget and equipment budgets
• Regularly review finance documentation for quality

People Management & Development

• Be familiar with GOAL HR policy and performance management policies and ensure they are followed, supporting field office staff to do so also
• Ensure that there are monthly staff meetings held at field office level in coordination with HR
• Ensure that all new staff receive a complete orientation & induction
• Identify and address any specific capacity building, training or development needs for field staff
• Proactively develop the skills of GOAL staff to understand and utilize appropriate tools so that systems support quality programming.
• Ensure effective management of all field operations staff, agreeing monthly and longer-term objectives for their department and review on a monthly basis their achievement based, in part, upon agreed performance indicators
• Provide support and supervision to the field operations staff as required to assist with the implementation of their work and to ensure that targets are being achieved
• Ensure that all staff performance management appraisals and KPI setting are undertaken and are fair and consistent, providing feedback and ensuring re held accountable in accordance with the GOAL Uganda HR policies

Security Management

• Act as the security focal person in the district and assume responsibility for day-to-day welfare of GOAL staff and assets
• In collaboration with field operations staff, assess security on a daily basis and provide advice to the Head of Systems / Country Director on the safety and security consideration in the district to ensure a safe working environment for staff and to protect GOAL assets
• Ensure security guidelines are followed
• Provide regular security reports to the Security Officer and review the Security Operational Procedures in the district and submit quarterly to the Security officer.

Reporting & Communication

• Liaise closely with the Senior Management Team to ensure open and transparent communication and that feedback is received and duties are carried out in a timely and efficient manner
• Ensure the team leaders (finance, logistics, programmes etc), are appraised of all activities designated to their responsibility and any difficulties that may arise though regular meetings both formal and informal with management and staff
• Ensure that all reporting is completed in a timely and accurate manner

External representation & Coordination

• Actively support district coordination, ensuring that GOAL develops and maintains effective working relationships with local government officials, leaders and the community
• Represent GOAL in relevant external meetings and for a

 

Qualifications, Skills and Experience:

To be successful in this role, you will need:

• Degree in Supply Chain Management, Business Management, logistics, Economics or related field.
• At least five years of progressive management and 2 years leadership experience.
• Experience & knowledge of working with different donors.
• Strong leadership qualities and willingness to exercise initiative.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.
• Willingness to work and live in a remote field site
• A high level of computer literacy (Word, Excel, PPT etc.)

 

Safeguarding

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

 

Accountability within GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our Programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

 

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programing); and a market-based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

GOAL Uganda has a skilled team of approximately 150 personnel and manages an annual operating budget of approximately €8.7 million (2018). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Kasese, Hoima, Bugiri, Abim, Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity water, Irish Aid and some small foundations.

 

Details of remuneration package and benefits

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24 hour personal accident cover, terminal benefits equivalent to one month for each completed year of service and our working hours provide for a half day on Fridays.  GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.

 

How to Apply:

Interested applicants who meet the requirements should submit their applications by email with 3 reference contacts who must be Current or former line managers and daytime contact number to; recruitment@ug.goal.ie  indicating the title ‘Field Systems Manager’ and preferred location in the subject line.  PLEASE DO NOT ATTACH CERTIFICATES.

 

Deadline: 19^th August 2021

 

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