Operations Support ManageJob Vacancy at War Child Holland in Uganda

Job Title: Operations Support Manager (OSM)
Company Name :     War Child Holland

Company Profile :    

War Child Holland is an international NGO investing in the peaceful future of children and young people affected by armed conflict. WCH’s goal is the empowerment of children and young people in war-affected area by means of creative activities (music, drama, art and sports), strengthen psychosocial development, building community awareness, education and child protection programs. WCH has worked in Northern Uganda since 2004 and currently works in Acholi, Lango and Karamoja (Abim) with a country office in Kampala. War Child Holland has a strong commitment to the protection and safety of children. War Child Holland does not tolerate or accept any form of child abuse WCH is seeking qualified candidate to fill the position described below:

Job Description :    

General The Operations Support Manage is responsible for the management of the support functions of the Country Programme as a delegated task by the Country Director. Supporting processes include office management, Information and Communication Technology (ICT), financial, logistic and general administration. The Operations Support Manager is a member of the Uganda Management Team. The OSM translates War Child vision and policy into policies for the supporting functions and processes. The Operations Support Manager follows guidelines, manuals and instructions of departments at Head Quarters (HQ) on Finance, Logistics, ICT and Admin. The Operations Support Manager is located at the country office with regular travel to the different field locations. Objective of the job Ensures that supporting processes are running effectively and efficiently to enable project staff and other stakeholders to carry out the War Child Programme. The Operations Support Manager (OSM) sees to transparent and reliable processes and generates management information for the stakeholders. Position in the organisation The Operations Support Manager reports to the Country Director. The OSM manages finance, logistics (including ICT) and administration staff at the country office and provides technical/functional supervision to support staff in the different field locations. Essential functional relations: Country Director, Deputy Country Director and Field Location Managers, sub-ordinate managers (PC’s and PA’s), the HR coordinator and with support department at Head Quarters e.g. Finance, Logistics, HR, ICT. Result areas 1. Financial Management & Administration • Supports the CD in maintaining efficient financial control (of cash flows, local payment, etc), accountability standards, procedures and records; • Preparation of budgets, financial management and generating of financial management information for stakeholders (CD, Dep CD & FLM’s and HQ); • Ensures financial management policy and guidelines are followed in all locations; • Ensures accurate, timely and correct bookkeeping and other financial records and it compilation into monthly financial report for HQ; • Is involved in proposal development for donors to ensure proper reporting; • Manages money transfers and bank relations; • Advises the CD, dep. CD and FLM’s on finance management; • Uses the software and formats as determined by HQ and help HQ and other WPA’s to develop these formats; Reports the relevant developments on finance administration in the field to the support department at HQ. 2. Logistics (delegating some tasks to the logistics officers) • Enhances systems and guidelines for the logistics department of the mission on: procurement procedures, stock control, office equipment, communication equipment & vehicle use and maintenance, fuel tracking, etc; • Reviews logistics manual and ensures logistics policy and guidelines are followed in all locations (under responsibility of the CD); • Responsible for procurement and management of supplies, vehicles, assets, stock, ICT equipment (as a delegated task of the CD); • Ensure logistical aspects of security management (related to communication systems, vehicles, etc), together with the field based PA’s; • Manages NGO registration, tax issues and insurance issues; • Advises the CD, dep. CD and FLM’s on logistic management; • The OSM reports relevant developments on logistics in the field to the support department at HQ; 3. Information & Communication Technology • Responsible for management and maintenance of IT and communications (laptops, printers, telephone and other means related to Information and Communication Technology); • Responsible for up-to-date software to enable functioning of ICT-equipment; • Advises the MT on ICT; • Reports relevant developments on ICT in the field to the support department at HQ. 4.Human Resource Administration (in close collaboration with the HRCo) • Advises the CD and HRCo on HR (financial) administration and (financial) policies; • Reports relevant developments on HR administration and policies in the field to the support department at HQ. • Manages the payroll (delegated task to the Accountant. 5. Capacity building staff & local partners • Build capacity of the support staff in all the office through on-the-job training as well as trainings and workshops. This might from time to time also be in other WPA’s; • Indicates training needs and advices FLM’s on possible trainings in the field of Finance and Administration for the support staff at the field locations. • Build capacity of local partners in finance/logistics/HR/admin processes; 6. Management of staff • Manages the finance, logistics (including ICT) and support staff at the country office and provides technical supervision to support staff in the different field locations. • Manages his/her staff by guiding, coaching, instructing and motivating; • Makes sure that support staff is being trained; • Conducts appraisals, team development and discusses career perspectives with his/ her staff and provides input for appraisals of the support staff of the field locations; • Prepares terms of references for staff in his/her departments; • Reports to the CD on HR issues within his/her departments.

Experience :     5 (Years)

Job Type :     Full Time

Industry Type :     NGOs

Functional Area :     NGOs

Location :     Kampala Uganda

Skill Set :    

Profile Knowledge • Bachelors in Business Administration or MBA, or similar relevant, education. • Knowledge of financial administration, office management and (HR) administration; Thorough knowledge of logistic management and procedures (including maintenance), ICT (computer, network, communication means) (not necessarily knowledge of all technical skills) Experience • Proven experience in a similar position especially managing logistics and financial administration A minimum of 5 years of relevant experience in a management position within an international environment, preferably within a NGO; Skills • Strong social and communicative skills for coaching and leadership; • Written and verbal expressions skill for writing manuals etc and reporting; • Highly knowledgeable of- and interested in computer & ICT • Fluent in English; • Capability to plan and organize in order to make and execute a (tactical) policy plan in a structured manner; • Proactive searching for signals and indicators of actual and expected (market); • Capability to decide in tactical and operational issues; • Able to organize means and staff to reach goals (hands-on mentality); Attitude • Result focused and persistent to reach goals; • Team player to be able to lead and to be a member of a team; • Cost-conscious to reach financial targets and guard budgets (but not “penny wise, pound foolish”). • Accurate, consistent and transparent • A keen interest in developing the support functions of an organisation in a systematic way including modern ICT/IT means. Remuneration: Attractive national package based on qualifications and experience.

How to Apply:    

Closing Date for Applications: 14th February, 2011. Full Job Description is available from WarChild Holland. Candidates who meet the minimum requirements can send their queries and applications by sending a motivation letter and current CV by email to kampala.office@warchild.nl. Please do not include certificates. Only short-listed candidates will be contacted. People with a physical disability who meet the above criteria are encouraged to apply. “Recruitment and selection procedures reflect our commitment to the protection of children from abuse”