Objective of the position:
The Operations Manager is responsible for managing, and overseeing all activities concerning Human Resources (HR), Finance (working with ASB’s web based finance software FUNDTRAC), Procurement, Administration and Logistics. S/he reports directly to the Country Director and supervises the Finance Manager and the HR Officer in Kampala, and the Logistics Coordinator and makes sure that in both the main office and all sub-offices policies and procedures are respected and donor requirements are met.
More specifically, the Operations Manager’s general objectives are: • Program activities are supported and facilitated to function efficiently • Financial deadlines and donors requirements are met • ASB’s and donor procedures and policies are implemented and applied correctly • Contracts contain standardized conditions to protect ASB from risk and liability and are managed accordingly • Work within the legal framework of Uganda
Tasks:
Finance: • Oversee and guide implementation of projects from a financial point of view: monitoring implementation pace, initiating procurement processes and ensuring correct allocation of expenses. • Oversee and check daily bookkeeping activities making use of the newly established Fundtrac financial system • Make sure all financial reports, donor and internal, are submitted on time and comply with donor standards • Keep overview of, manage, balance and reconcile all financial transactions and procedures • Approve and monitor payments to staff, suppliers, third parties and partners
Budgets: • Draw up budgets for project proposals • Monitor budget exhaustion when expenses are done • Compile a Budget Status Report (cash flow report) per project every month and explain discrepancies • Draw up donor reports
HR regulations and policies: • Manage and oversee all HR activities and reporting • Facilitate recruitment and manage contracts of national and international staff • Brief newly arrived staff on procedures, policies and finance • Support and facilitate field offices • Implement a standardized evaluation method • Identify need for training of staff and arrange training
Procurement: • Monitor and standardize procurement procedures • Manage tender procedures, in cooperation with logistics coordinator • Supervise negotiation and settle preferred supplier contracts • Supervise negotiatiation and management of contracts for rent (housing, office, cars etc.) and other third parties (e.g. security)
Logistics: • Oversee and standardise fleet management procedures, in cooperation with the logistics coordinator • Oversee and standardise warehouse management procedures, in cooperation with the logistics coordinator • Act as escalation point for issues within the logistics department
Field activities: - Travel regularly to the field to support and guide the teams - Prepare training and working documents based upon needs and demand from the field - Liaise with the field offices and coordinate their activities and deadlines
HQ: - Send every month bookkeeping and the budget status reports to HQ - Liaise with HQ whenever needed and answer questions on demand - Implement ASB standard Operations Procedures
Requirements:
- University or comparable degree in Finance, Business Administration or related field
- Minimum of 5 years overseas experience working as administrator, finance and/or logistics manager in an international relief environment, preferably in Africa
- Experienced in financial management including budget monitoring and reporting
- Knowledge of donor requirements (UNHCR, FAO, UNICEF, EC)
- Experienced in staff management
- Experienced in designing and implementing policies and procedures
- Experienced in applying legal regulations and law in daily and/or exceptional management
- Willing to travel to field locations with a higher security risk and less comfort
- Strong numerical skills
- Good command of English in speaking and writing
- Knowledge of German would be an asset
Personal skills and qualities:
- Strong social/communication skills: representative, motivating and diplomatic
- Multi-tasking
- Strong, creative and respected negotiator
- Flexible
- Independent worker with team spirit
- Committed to the aims and values of ASB
Starting Date: 15/08/11 Contract duration: 12 months (with option of extension)
Kindly send applications with a motivation letter and CV until June 4th 2011 only by email to application-ahi@asb.de. Please note that only short listed candidates will be contacted.
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