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

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

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: 

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
  • 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. 

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
  • 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
  • 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
  • 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.

Click Here

Deadline: 6th September 2019 by 5:00pm

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