• Operations Manager

    Location UG-Kampala
    Job ID
    2018-1754
    Category
    Other
    Type
    Regular Full-Time
  • Overview

    Social & Scientific Systems (SSS) works to improve public health worldwide by providing technical, research, and program management services to government, nonprofit, and commercial clients. The SSS team offers a synergy of expertise in clinical research services, epidemiology and public health studies, health data management and analysis, and program evaluation and policy analysis. Please join our dedicated staff of employee-owners in an environment that values diversity and supports health, well-being, and professional growth.

     

    The purpose of Social & Scientific Systems, Inc.’s (SSS) Strategic Information Technical Support (SITES) project with USAID in Uganda is to facilitate, promote, and enhance evidence-based programming and reporting in Uganda’s health system, particularly its response to the HIV/AIDS epidemic. SITES provides technical, management, and logistical support to achieve two broad objectives:

     

    1. Implement and maintain a comprehensive PEPFAR program performance management and reporting system, and harmonize—and, where feasible, transition—parts of this USG-led function to national systems.
    2. Support the Government of Uganda’s national monitoring and evaluation systems for Health, HIV/AIDS, and OVC programming.

    The Operations Manager will be based in the project office in Kampala and, with oversight from the Chief of Party, will be responsible for all activities related to operations support of the SITES office including, local human resources (HR), procurement, asset management, administration, driver pool and facilities management, budget tracking, deliverables tracking and tracking compliance with the QA/QC procedures. The Operations Manager will ensure compliance with local labor law, organizational policies as well as USAID’s rules and regulations, and hold primary responsibility for operations file maintenance. This position will report to the Chief of Party.

    Responsibilities

    Human Resources:

    • Manage recruitment process for consultants, interns, temporary and permanent hires;
    • Review biodatas and verify all information is accurate and correct;
    • Manage the hiring process for all staff including ensuring approvals are obtained, SAM certifications are completed, and contracts are signed;
    • Conduct orientation and manage onboarding process for new hires;
    • Ensure performance evaluations are conducted and annual increases are given;
    • Handle employee complaints;
    • Manage the offboarding process for exiting staff’
    • Ensure HR processes are followed, and complete HR files are maintained locally

     

    Asset Management:

    • Responsible for the maintenance and procurement of all computer equipment, office furniture and office supplies;
    • Maintain the asset inventory record and ensure updates are made as new equipment is obtained and old equipment is disposed;
    • Ensure that project inventory is properly labeled or engraved with inventory stickers and USAID logo marking as appropriate and the information is entered into the inventory tracker;
    • Ensure quarterly inventory checks are conducted and documented;
    • Ensure that staff files indicated assets that are handed out to staff members and ensure they are “checked in” at the end of employment;
    • Supervise storeroom staff and ensure that storerooms have up-to-date inventory lists, are organized and well maintained;
    • Ensure approval is given to dispose of non-working assets and, upon disposal approval, assets are disposed of properly.

    Project Administration, Logistics and Facilities Management:

    • Supervise Project Drivers, Operations and Admin Specialist, and Project Receptionist;
    • Oversee request for vehicles and manage driver pool;
    • Manage logistics support for all field office employees as well as STTA;
    • Assist events staff with logistics if needed;
    • Responsible for vehicle registration and supervising vehicles repair and maintenance;
    • Maintain relationship with landlords and oversee building improvements and maintenance.

     

    Project Management:

    • Assist HQ Business Operations Manager in tracking project budget against spend and work with Finance & Compliance Manager and Chief of Party on accruals and forecasting;
    • Track the contract deliverables due dates and delivery to client and ensure items are uploaded into SharePoint;
    • Work with Project Team Leads, DCOP and COP to ensure that QA/QC process is being upheld and properly documented.
    • Establish detailed program schedule based on a Work Breakdown Structure (WBS) with input from all team leads.
    • Monitor and trak program schedule and ensure all milestones are met timely
    • Manage - identify and mitigate- operational and programmatic risks and escalate appropriately.

    Qualifications

    • Bachelor’s degree and 10 years of relevant experience or Masters and 7 years of relevant experience
    • Excellent communication and organization skills with demonstrated ability to work with diverse teams
    • Ability to respond to changing circumstances and priorities
    • In depth knowledge of applicable USAID regulations and ability to implement S-3s policies and procedures
    • Minimum 10 years of relevant project management and program coordination experience required
    • Minimum of 5 years of relevant experience working on a USAID contract or cooperative agreement
    • Demonstrated leadership, versatility, and integrity
    • Ability to effectively work with and working knowledge of MS Project

    SSS is committed to fostering a diverse workforce and is proud to be an Affirmative Action/Equal Opportunity Employer of Minorities/Women/Protected Veterans/Individuals with Disabilities. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, national origin, veteran status, disability, or any other classification protected by law.

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