Job Title: Relationship Manager Institutional Banking (Corporate) Organisation: True North…
Operations Coordinator International Non-profit Careers – VSO
Job Title: Operations Coordinator
Organisation: VSO
Duty Station: Kampala, Uganda
Reports to: Head of People
& Operations
& Operations
About US:
VSO is the world’s leading development organisation that works through
volunteers to fight poverty. We are unique in the way we bring people together
to share their skills and experience, generate insights and ideas and, most of
all, take action against poverty and exclusion. It’s a highly effective
approach that works, and today is helping millions of people in some of the
world’s poorest communities lift themselves out of poverty.
volunteers to fight poverty. We are unique in the way we bring people together
to share their skills and experience, generate insights and ideas and, most of
all, take action against poverty and exclusion. It’s a highly effective
approach that works, and today is helping millions of people in some of the
world’s poorest communities lift themselves out of poverty.
Job Summary: The Operations
Coordinator will develop, support the Head of People & Operations to
implement and manage the Country Office Operations Function, being pro-active,
customer focused and contributing to the Country Office objectives.
Coordinator will develop, support the Head of People & Operations to
implement and manage the Country Office Operations Function, being pro-active,
customer focused and contributing to the Country Office objectives.
Key Duties and Responsibilities:
Risk Management:
·
Take responsibility for security management,
including updating the Security Briefing and Country Security Plan; producing
regular Security Updates to volunteers and employees, facilitating the Safety
and Security session at In-Country Training.
Take responsibility for security management,
including updating the Security Briefing and Country Security Plan; producing
regular Security Updates to volunteers and employees, facilitating the Safety
and Security session at In-Country Training.
·
Ensure that incident reports are completed by
volunteers and appropriate actions taken on common themes.
Ensure that incident reports are completed by
volunteers and appropriate actions taken on common themes.
·
Complete regular risk assessments and update the
country office risk plan quarterly, recommending appropriate actions for risk
mitigation.
Complete regular risk assessments and update the
country office risk plan quarterly, recommending appropriate actions for risk
mitigation.
·
Maintain the emergency phone.
Maintain the emergency phone.
·
Ensure that the fire drill is appropriate,
understand and regularly practiced.
Ensure that the fire drill is appropriate,
understand and regularly practiced.
·
Lead on the non financial element of all audits,
supervising any visits and ensure that items are closed in a timely manner.
Lead on the non financial element of all audits,
supervising any visits and ensure that items are closed in a timely manner.
Administration:
·
Effectively manage all the country office’s facilities.
Effectively manage all the country office’s facilities.
·
Ensure a Manual of Country Office procedures is
kept up to date and changes are communicated to all employees.
Ensure a Manual of Country Office procedures is
kept up to date and changes are communicated to all employees.
·
Manage Country Office contracts with all service
providers.
Manage Country Office contracts with all service
providers.
·
Guide the Country Office team on the use of
resources to minimize waste, be environmentally friendly and cost
effective.
Guide the Country Office team on the use of
resources to minimize waste, be environmentally friendly and cost
effective.
·
Ensure systems are in place to provide adequate
Health & Safety standards in the Country Office.
Ensure systems are in place to provide adequate
Health & Safety standards in the Country Office.
·
Ensure volunteers are able to receive their mail
on a timely basis.
Ensure volunteers are able to receive their mail
on a timely basis.
·
Ensure that the country office and the grounds
are always well presented, giving a professional image of VSO Uganda.
Ensure that the country office and the grounds
are always well presented, giving a professional image of VSO Uganda.
Procurement:
·
Negotiate fair terms for VSO contracts on rents
(VSO and volunteers) and purchases.
Negotiate fair terms for VSO contracts on rents
(VSO and volunteers) and purchases.
·
Manage development of appropriate purchasing
procedures for the Country Office and ensure they are effectively and
consistently applied by all employees.
Manage development of appropriate purchasing
procedures for the Country Office and ensure they are effectively and
consistently applied by all employees.
·
Assist with the clearance of imported
goods.
Assist with the clearance of imported
goods.
Asset Management;
·
Ensure systems are in place to safeguard VSO’s
assets, ensuring maintenance of premises and other VSO property to VSO audit
standards.
Ensure systems are in place to safeguard VSO’s
assets, ensuring maintenance of premises and other VSO property to VSO audit
standards.
·
Maintain appropriate records of all assets,
review assets regularly and recommend items for disposal.
Maintain appropriate records of all assets,
review assets regularly and recommend items for disposal.
Line Management:
·
Effectively develop and manage a team.
Effectively develop and manage a team.
·
Ensure it performs to a high standard; ways of
working and behaviors are in line with VSO values; compliance with legal and
organizational requirements; positive response to change; delivery of a
consistent customer-focused approach and achievement of objectives.
Ensure it performs to a high standard; ways of
working and behaviors are in line with VSO values; compliance with legal and
organizational requirements; positive response to change; delivery of a
consistent customer-focused approach and achievement of objectives.
·
Coach and support team to develop.
Coach and support team to develop.
·
Ensure employee files are kept in accordance
with the VSO Data Protection and Confidentiality Policy.
Ensure employee files are kept in accordance
with the VSO Data Protection and Confidentiality Policy.
Budgeting, Forecasting and Reporting:
·
Compile and manage budgets according to VSO
guidelines, monitor expenditure, reporting variances and taking corrective
action.
Compile and manage budgets according to VSO
guidelines, monitor expenditure, reporting variances and taking corrective
action.
·
Set up systems to monitor, evaluate and report
on the status of the Country Office in terms of procurement, procedures and
budget expenditure.
Set up systems to monitor, evaluate and report
on the status of the Country Office in terms of procurement, procedures and
budget expenditure.
·
Fulfill other appropriate level accountabilities
as defined by the Head of People & operations from time to time
Fulfill other appropriate level accountabilities
as defined by the Head of People & operations from time to time
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate should hold a qualification
in procurement and logistics
The ideal candidate should hold a qualification
in procurement and logistics
·
A minimum of three years’ experience working
with a multi cultural organisation.
A minimum of three years’ experience working
with a multi cultural organisation.
·
Line Management–experience of supervising staff.
Ability to lead, develop, motivate, coach and support a high performing
team.Demonstrable commitment to self and team delivering excellent customer
service.
Line Management–experience of supervising staff.
Ability to lead, develop, motivate, coach and support a high performing
team.Demonstrable commitment to self and team delivering excellent customer
service.
·
Information Technology – Good level of computer
skills (Windows, Excel, Power Point, Word, and Internet).
Information Technology – Good level of computer
skills (Windows, Excel, Power Point, Word, and Internet).
·
Communication Skills – Excellent written and
spoken English and Khmer.
Communication Skills – Excellent written and
spoken English and Khmer.
·
Excellent interpersonal skills and ability to
build partnerships and relationships in a multi-cultural environment.
Excellent interpersonal skills and ability to
build partnerships and relationships in a multi-cultural environment.
·
Work Management and Problem Solving –
self-organized with ability to manage time and tight schedules, working
effectively under pressure
Work Management and Problem Solving –
self-organized with ability to manage time and tight schedules, working
effectively under pressure
·
Ability to work on own initiative, with a
creative approach to problem solving.
Ability to work on own initiative, with a
creative approach to problem solving.
·
Strong level of attention to detail.
Strong level of attention to detail.
·
Financial Management – Good financial management
skills (including ability to understand and work with restricted and
unrestricted funds concepts, and project funding issues); understanding of
financial management policy and excellent budgeting skills
Financial Management – Good financial management
skills (including ability to understand and work with restricted and
unrestricted funds concepts, and project funding issues); understanding of
financial management policy and excellent budgeting skills
·
Flexibility to adapt to new situations, with a
positive attitude to working in an international organization. Able to travel
occasionally and spend time away from base and home for up to 3 to 4 weeks per
year
Flexibility to adapt to new situations, with a
positive attitude to working in an international organization. Able to travel
occasionally and spend time away from base and home for up to 3 to 4 weeks per
year
·
Commitment to VSO’s values, particularly in
developing an understanding of climate change and Gender mainstreaming.
Commitment to VSO’s values, particularly in
developing an understanding of climate change and Gender mainstreaming.
·
Previous experience working with international.
Non-Government Organizations and with Government Officials.
Previous experience working with international.
Non-Government Organizations and with Government Officials.
·
Clean driving license.
Clean driving license.
·
Project management experience is desired
Project management experience is desired
How to Apply:
All candidates are strongly encouraged to send their applications online
at the link below.
at the link below.
Deadline: 30th November 2017
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