Position Title:                 Operations Manager

Reports To:                    Country Representative

Supervises:                    Senior Logistics Officer, IT Supervisor, Senior Property

                                      Officer and Senior Administrative Officer

Division:                         CWS Africa

Department:                   Administration

Team:                             Uganda

Job Location:                 Kampala, Uganda

Grade Level:                  Job Grade 8, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

The position reports to the Country Representative and directly oversees the Operations Department which includes properties (Fleet, Premises, Stock), IT and Logistics.  This position will also oversee certain administrative functions.  This position works closely with the Procurement, Finance and Programs Departments, and is a member of the Uganda Senior Management Team.

Key Relationships:

Internal to CWS

• Country Representative Uganda
• Procurement Manager Uganda
• Finance Manager Uganda
• HR Manager Uganda
• CWS Staff
• RSC Africa Safety and Security Management Team

External

• Vendors and service providers
• UNHCR, OPM, IOM

Work Environment

• Primarily in-office.
• Periodic travel to the field as may be required.

Leadership and Management (40%)

• Provides direct supervision, training, and feedback to Properties, IT and Logistics Units and Staff.
• Develops policies and standard operating procedures (SOPs) to ensure the accountability, transparency, and efficiency of the Operations Department of CWS/RSC Uganda, and to ensure compliance with the Cooperative Agreement, relevant United States Government (USG) and CWS policies.
• Oversee the process of monthly projections, including anticipated travel projections, stock taking, fleet management and related accountability forms, and ensures compliance with US government requirements.
• Ensure Operations Department SOPs are routinely updated, stored, and disseminated electronically and via in-person training sessions.
• Works closely with all Departments to plan work, resolve issues, conduct root cause analysis, and ensure systems improvement.
• Supports the Country Representative by ensuring the Operational Department meets all division deliverables with high quality and on time or early.
• Ensures that SOPs for the Operations Department are always up to date with Senior Management Team directives, and in line with CWS/RSC Africa security policy and that the administrative staff receive relevant security training.
• Plans and executes annual process reviews for the Operations Department .
• Participates actively in the CWS/RSC Uganda SMT meetings.

Program Administration (35%)

• Oversee implementation of operations activities in an efficient and cost-effective manner, providing high quality services and information to programs team, staff, donors and other stakeholders
• Oversee provision of high-quality administrative support/services related to Property, Office Management, Travel & Logistics to various stakeholders/departments.
• Oversee technical and administrative services related to Information Technology (IT) to various clients/departments Supports with property management and/or landlord concerns in the office locations in Uganda
• Oversee proper utilization of resources and management of risks to minimize misuse or loss
• Ensures that all organizational contractual obligations are fulfilled, safeguard CWS RSC reputation and ensure that RSC receives value for money.
• Ensures that existing policies support accountability, transparency, and efficiency of CWS and comply with all donor requirements and CWS policies.
• Provides support as requested to the human resource functions of CWS/RSC Uganda including staff recruitment, training and performance management, interpretation and implementation of personnel policies
• Provides support as requested to ensure that CWS/RSC Uganda has a robust strategy for using information technology to increase the efficiency and effectiveness of its work across the organization.

Compliance (15%)

• Develops internal Compliance Reporting for the Operations Department
• Works closely with Country Representative and SMT to perform regular internal audits and compliance checks
• Oversee the development and implementation of systems, policies and standard operating procedures to ensure accountability, transparency and efficiency of CWS/RSC Uganda, and to ensure compliance with the Cooperative Agreement, the Code of Federal Regulations, PRM and CWS policies.
• Oversee the design and monitor control systems to deal with violations of legal rules and internal policies.
• Lead and champion implementation of CWS policies, standard operating procedures and best practices as well as organizational culture to support staff and at the same time make contributions to administration division strategies for ensuring staff fully understand and abide by CWS policies.
• Oversee development of internal compliance, monitoring and reporting tools for operations and administration function.
• Follow-up and ensure resolutions of any audit findings withing the Operations Department
• Ensure all activities and operations are performed in accordance with the laid down standard operations procedures, government regulations and any federal laws and regulations governing business operations.

Representation(5%)

•  Maintain effective relationships with all stakeholders, including programs team, staff, donors, suppliers among others, ensuring that relevant communication is professional, timely and accurate.
• Collaborate with programs teams and other departments to understand their strategic needs and priorities and ensure they receive timely support and assistance.
• Serves on the RSC Africa Safety and Security Management Team

Additional roles and responsibilities (5%)

• Other duties that may be assigned to enhance the quality and efficiency of the administration of operational programs to attain program objectives and maintain the high professional standards of CWS/RSC Uganda

Experience:

• A minimum of twelve (8) years’ work experience in Operations and related fields
• A minimum of five years’ (5) experience in a senior management position, providing technical and administrative oversight
• A minimum of eight (8) years of supervisory experience, including two (2) years supervising managers with direct reports.
• Demonstrated experience in the successful management of large, complex, high-value, projects, preferably funded by US Government
• Previous working experience with USG funding is required.
• Experience working with and supervising staff in a cross-cultural context is required.

Skills:

• Strong verbal and written communications skills required.
• Strong organizational and management skills, with particular attention to detail
• Computer literacy, with a strong emphasis on Microsoft Excel and Outlook.
• Excellent interpersonal skills and analytical skills.

 Abilities:

• Strong verbal and written communications skills required.
• Strong organizational and management skills, with particular attention to detail
• Computer literacy, with a strong emphasis on Microsoft Excel and Outlook.
• Excellent interpersonal skills and analytical skills.
• Manage large and diverse workload under pressure with competing priorities.

Education & Certifications:

• Bachelor’s degree in operations, Logistics, Business Administration or related fields is required
• Master’s degree in operations, Logistics, Business Administration or related fields is preferred

Important Requirements:

• Primarily indoors in a general office environment.

Special Requirements:

• COVID Vaccination is required for all successful candidates
• The candidate should be of good health, willing and able to travel occasionally in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa.
• This position requires the use of laptops all the time. Competence in Microsoft Office package is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program.
• Background check which includes references, and an educational and criminal check is required before the start of employment.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• This is a full-time position.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.