Operations Manager job at Jhpiego

Jhpiego is implementing a five-year Urban Health Activity in Kampala, Mukono and Wakiso with funding from the United States Agency for International Development (USAID). The Activity aims to strengthen urban health systems and improve equitable health outcomes among all urban dwellers by working with districts, municipalities, and the Kampala Capital City Authority to provide quality primary healthcare services. It also focuses on optimizing available resources and enhancing private sector capacity to ensure sustainable improvements in health outcomes and a more resilient urban healthcare system. The Activity will address poor quality of care, congestion in public health facilities, uncoordinated referral system, weak community and surveillance structures, limited private sector capacity, and gaps in enabling environment results in poor health outcomes. The project’s key expected results include the following: improved access to and use of quality, maternal, newborn and child health (MNCH), family planning/reproductive health (FP/RH), nutrition, and malaria services and improved disease outbreak response.

 Purpose of Position

The Operations Manager is responsible for providing administrative/office support to the Urban Health Project, main and sub offices in Kampala, Mukono & Wakiso. The Operations Manager is responsible for implementing and maintaining on-site administrative and security systems to ensure the integrity, smooth running and effective performance of the Project offices. The Operations Manager supervises the administrative, logistics, stores, I.T and transport staff working on the project. The position will ensure the organization achieves operational excellence through coaching and mentoring the operations team. The Operations Manager will be proactive and work closely with the Finance and Administration Director to improve administrative systems.

Office Management

• Oversees and manages the administrative/office operations of the Jhpiego project offices as needed, i.e. office security, travel, logistics, I.T, procurement and transport.
• Ensures that administrative systems are established and implemented for office security, maintenance, office supplies, and others for the smooth running of the Jhpiego offices.
• Oversee local, regional and international staff travel, which includes booking air tickets, airport transfers, arranging for travel advances, making hotel reservations, etc. as needed and ensure compliance with Jhpiego travel policies
• Review and oversee implementation of operations policies such as Inventory Policy, Transport Policy, and safety and security policy. Manage VAT exemptions of major items such as cars, motorcycles, etc., not undertaken by the outsourcing companies.
• Facilitate submission of annual reports and returns as required by law, including filing to the NGO Bureau.
• Serve as Safety and Security Focal Person for Jhpiego, review the manual on an annual basis, share the alerts regularly (as needed) and update/train staff on safety and security issues
• Monitors shipments of equipment and educational materials and maintains records of shipping and receiving documentation.
• Coordinates with other departments within Jhpiego (or other as the case may be) to ensure timeliness. Tracks back orders as necessary.
• Ensure appropriate allocation and safe use of vehicles throughout Jhpiego and ensure servicing and maintenance schedules are adhered to.
• Periodic review of fleet management reports, regular reporting to users and department heads regularly
• Review and deliberate open purchase orders for operations unit
• Provides feedback to the Finance and Administration Director on routine office-based administrative issues.
• Develop, manage, and track the office budget by ensuring everything budgeted is procured on time.
• Follow up with the communication team to make sure all the offices are branded as per the requirements of Jhpiego and Donors
• Working in collaboration with HR to facilitate staff communications with internet and airtime.
• Supervises overall office maintenance, cleanliness and security.
• Provides supervisory role to direct supervisees and manage project offices.
• Review vehicle and fuel tracking reports, logbooks, and fuel oil changes and share the reports with relevant users such as departmental heads, F&AD, Project Directors and CD.
• Set performance targets and Conduct performance appraisals of supervisees.

Asset management:

• Review Intelli-Track (inventory and asset management system) reports and share with the relevant users’ Project Directors, F&AD and CD
• Ensure a centralized Jhpiego asset register is maintained, that all assets are logged into the system, issued with unique asset numbers and are tracked throughout the office
• Works closely with inventory/store in charge in ensuring items received from overseas are received, recorded asset register.
• Ensure adequate insurance cover for theft, fire and all assets; the processing of insurance claims as and when necessary.

Facilities Management:

• Work with the Finance department in searching and identification of the new office space, also by reviewing and maintaining leases files
• Responsible for management and maintenance of all the Jhpiego buildings and facilities to meet all operational, safety and regulatory requirements
• Serves as the liaison between the building maintenance contractor(s); ensures that maintenance and repairs are done in compliance with applicable regulations and according to specifications of building owners; maintains appropriate maintenance records.
• Ensures safety and function of all Jhpiego facilities and compliance with Occupational Safety & Health Authority and other laws and regulations of Uganda.
• Maintains fire alarms and burglar alarm systems (as appropriate) in good working order.
• Establishes a system to make regular health and safety inspections of all sites and quickly resolve identified site issues, including the safety of grounds, parking lots and other areas used by Jhpiego staff.

Safety and Security Focal Person (SSFP):

• Coordination of all routine safety and security issues, including training, drills and emergency preparedness
• Collaboration with the Field Security Focal Person on any security matters
• Assessment/evaluation of any security situation and communication to the Security Director
• Coordinate with Security Director for any communication to staff
• Maintaining a log of security incidents for the Jhpiego office

Information Technology:

• Managing all Information Technology assets in the office
• Responsible for supervising the Information Technology staff
• Preparing Information Technology reports for senior management
• Working with FAD and Global Information Technology Director to develop Information Technology work plans and budgets
• Ensure Information Technology infrastructure is safe
• Oversee the allocation and distribution of Information Technology assets and equipment to the project staff

Fleet Management

• Oversee the transport department including supervision of transport assistant
• Oversee the management of Jhpiego’s vehicles
• Oversee vehicle registration and adherence to regulations e.g. insurance
• Oversee the requisition of Jhpiego vehicles and disposal

• Bachelor’s degree in business administration, commerce, management. Master’s degree in relevant field preferred.
• Minimum 8 years of relevant experience in office administration and operations
• Extensive experience working in USG funded projects

• Experience working in a busy office within the NGO sector, especially with an international organization.
• Sound understanding of USAID rules and regulations
• Excellent interpersonal and communication skills.
• Be of high integrity and have a sense of confidentiality