Job title: Operations Officer
Employer:Voluntary Services Overseas
Duty Station: Gulu
Application Deadline: 9th Aug 2013
Key Responsibilities
Risk Management:
Take responsibility for security management in the Gulu office and for northern based volunteers. Produce and share regular Security Updates to volunteers and employees. Ensure that incident reports are completed by volunteers and appropriate actions taken on common themes. Complete regular risk assessments and recommend appropriate actions for risk mitigation. Ensure that the fire drill is appropriate, understand and regularly practiced.
Administration:
- Effectively manage all the country office’s facilities. Advise Country Office team on the use of resources to minimize waste, be environmentally friendly and cost effective. Ensure systems are in place to provide adequate Health & Safety standards in the Country Office. Ensure volunteers are able to receive their mail on a timely basis. Ensure that the country office and the grounds are always well presented, giving a professional image of VSO Uganda.
- Effective IT Systems in country: Ensure appropriate hardware and software is in place and meeting the needs of the country office. Perform routine IT tasks to maintain the operation and security of the country office’s IT systems, including daily back ups and anti virus checks. Ensure the systems are maintained in a cost effective manner. Maintain IT records and support completion of IT audits twice per year. Generate innovative solutions to meet the country office current and future needs. Build effective relationships with VSO and relevant external contacts, ensuring good service and timely resolution of IT issues.
- Procurement
- Support the procurement of required goods for volunteers and staff.
- Asset Management Ensure systems are in place to safeguard VSO’s assets, ensuring maintenance of premises and other VSO property to VSO audit standards. Maintain appropriate records of all assets, review assets regularly and recommend items for disposal.
Line Management:
- Effectively develop and manage a team. Ensure it performs to a high standard; ways of working and behaviours are in line with VSO values; compliance with legal and organisational requirements; positive response to change; delivery of a consistent customer-focused approach and achievement of objectives. Coach and support team to develop. Ensure employee files are kept in accordance with the VSO Data Protection and Confidentiality Policy.
- Budgeting, Forecasting and Reporting: Compile and manage budgets according to VSO guidelines, monitor expenditure, reporting variances and taking corrective action. Set up systems to monitor, evaluate and report on the status of the Country Office in terms of procurement, procedures and budget expenditure.
- Fulfill other appropriate level accountabilities as defined by the HR and Operations Manager from time to time
Key Performance Indicators
- Security risk management plans and evacuation plans relevant to the country’s main security risks are in place and tested regularly.
- Monitors security situation in country and regionally.
- Relationship with supporting other agencies.
- All security or corruption incidents are reported
- Compliance to duty of care and Code of Conduct.
- Operating premises are fit for purpose, accessible, in line with VSO’s values and represent good value-for-money.
- Appropriate hardware and software is in place and working effectively.
- Systems are used in line with procedures
- VSO service providers provide excellent service and value for money.
- Adequate records of all VSO assets are held and assets are well maintained.
- Agreed individual objectives in place - reviewed and met each quarter, contributing to departmental and VSO’s corporate objectives.
- Regular team and individual review meetings.
- Financial records are kept in line with global policies and procedures.
- Budgets are monitored monthly and actions taken to address variances within overall budget limits.
Requirements:
- Line Management – experience of supervising staff. Ability to lead, develop, motivate, coach and support a high performing team. Demonstrable commitment to self and team delivering excellent customer service.
- Information Technology - Good level of computer skills (Windows, Excel, Power Point, Word, Internet).
- Communication Skills - Excellent written and spoken English and Khmer.
- Excellent interpersonal skills and ability to build partnerships and relationships in a multi-cultural environment.
- Work Management and Problem Solving - self-organised with ability to manage time and tight schedules, working effectively under pressure
- Ability to work on own initiative, with a creative approach to problem solving.
- Strong level of attention to detail.
- Financial Management - Good financial management skills (including ability to understand and work with restricted and unrestricted funds concepts, and project funding issues); understanding of financial management policy and
- excellent budgeting skills
Flexibility to adapt to new situations, with a positive attitude to working in an international organisation. Able to travel occasionally and spend time away from base and home for up to 3 to 4 weeks per year
Commitment to VSO’s values, particularly in developing an understanding of climate change and Gender mainstreaming.
Desirable:
- Experience working with international. Non-Government Organisations and with Government Officials.
- Clean driving license.
- Project management experience.
How to apply:
Please submit your CV and cover letter with 3 work related referees to; application@ppg.co.ug