Uganda: Support Services Manager, Uganda

Job title: Support Services Manager, Uganda

Closing date: 12 March 2018

Contract Length: 2 years

Date Needed by: as soon as possible

New Post or Replacement: New Post

Accompanied / Unaccompanied: Unaccompanied – due to frequents travel requirements

Exact Job Location: Kampala with 50% time in field programmes; Lamwo, Luuka, Adjumani, Moyo, Rwamwanja, Kitgum and Pader.

Reports to: Country Representative

Responsible for: Human Resources Manager, Admin Manager, IT Manager, Procurement and Logistics Officer

Liaises with: Finance Manager, Programme Coordinator, Team Leaders, Sub Program Managers, PMER Manager, Senior Auditor, Compliance Officer, Project Managers and Officers, procurement/ logistics Officer, contractors and suppliers, relevant Governmental officials, donor and partner agencies, and key systems support staff in Geneva.

World Service
The World Service is the internationally recognized humanitarian and development arm of the Lutheran World Federation (LWF), assisting people in need irrespective of their ethnicity, religion or gender. We implement programs worldwide, working with both local and international partners, helping communities achieve their full potential and advocate for their universal rights. Our partners include Lutheran Churches and their related agencies, the European Commission (ECHO), the US Government (BPRM) and UNHCR, for whom we are key implementing partners. For additional information please see www.lutheranworld.org

Job Purpose:

The Support Services Manager (SSM) is responsible for the overall management of Lutheran World Federation (LWF) Uganda’s support functions, which comprise administration, HR, IT, procurement & logistics, transport and security management. The SSM leads on ensuring that appropriate structure, systems and personnel are in place for effective support to LWF’s programmes in Uganda. The role includes coaching, mentoring and training of all support staff. The role also includes financial management of support costs and ensuring high levels of accountability and donor compliance. The SSM also fulfils the role of organizational security focal person.

Main Duties & Responsibilities:

Senior Management

• Participate in the management of the country programme’s strategic issues as a member of the Country Management Team (CMT)
• Assess the structure and effectiveness of support systems and functions in LWF Uganda and lead on implementing a systems strengthening plan.

• Put in place management information systems to monitor and regularly report on the effectiveness and efficiency of systems functions,

• Promote a value for money approach through analysing systems costs centres, identifying potential savings and implementing cost saving measures.

• Carry out logistics, admin and security assessment and planning for all new programmes and review support services for existing programmes as needed.

• Lead on the set-up and establishment of LWF systems, policies and procedures in all new programme areas.

• In collaboration with CR, address systems weaknesses identified through audit, review and report on progress at CMT level.

• Lead on the integration of accountability commitments across systems functions and Uphold scrupulously organisational values and comply with the all LWF Policies relevant to support functions.

Human Resources Management:

• Ensuring Human Resources policies are kept up to date and are complied with, incorporating best HR practice, in line with LWF organizational policy and following Uganda labour legislation. This is done via managing the HR team.

• Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feels safe, valued and respected. In this respect support and liaise with the HR Manager and the LWF staff forum.

• Lead on NSP (national staff policy) manual reviews and salary/benefits benchmarking exercises.

• Lead on the improvements and further roll-out of complaints mechanisms

• Oversee grievance and disciplinary procedures of staff reporting to SSM.

• In collaboration with the HR Manager and officers, ensure the effective implementation of HR related CHS commitments

• Ensure that annual staff development plans are prepared by HR Manager and are implemented in close collaboration with senior management in Kampala, Team Leaders and Sub Programme Mangers.

• Line Management of HR Manager.

Procurement & Asset Management

• In collaboration with the Programme Coordinator and budget holders coordinate the preparation of and implementation of an annual procurement plan for each programme identifying local and international procurement.
• Ensure LWF and donor procurement procedures are understood and complied with by all relevant personnel – carry out training, support visits for field and Kampala personnel involved in procurement.
• Lead on tendering and related contractor management in accordance with the LWF Procurement Manual and relevant donor requirements.
• Lead on processes for preferred suppliers and clearly communicate to suppliers LWF’s commitments on accountability, and fraud.
• Ensure the Logistics teams maintain a clear, well-documented paper trail in their files.
• Lead on all international procurement including timely ordering of supplies, quote evaluations, delivery and customs clearance.
• Develop multi-year plan for asset replacement (fleet, equipment, software and IT hardware).
• Oversee the management of the fixed asset register.
• Ensure personnel involved in stores management understand and comply with organisational procedures.
• Finalise in-country Asset and Inventory disposal procedures.

Finance & Donor Compliance

• Prepare and manage the Admin and Transport budgets, in coordination with Team Leaders, Sub Programme Managers, and Program Coordinator.
• Contribute to Proposal development by scoping and costing systems requirements (Transport, admin, IT etc.) for funding applications.
• At the start of any new donor contract, support the Grants Manager to identify and communicate all donor-specific requirements to the relevant personnel in all departments to ensure compliance throughout the duration of the project.
• Ensure that all procedures in relation to Donations in Kind are complied with.

Administration:

• Oversee the on-going maintenance and running of LWF’s premises (offices and residences) ensuring that adequate supplies, staffing and support systems are in place.
• Ensure the leases for all premises are actively managed, ensuring payments (including taxes) are processed on a timely basis and that contract renewals are assessed and implemented or amended on a timely basis
• Ensure that all issues related to government authorisations (such as work permits, licences on communications equipment, legal registration, annual returns etc) are managed proactively
• Liaise with contracted lawyers to ensure legal actions or court cases are dealt with promptly and efficiently.
• Line management of Admin Manager.

Security Management:

• Oversee security management as the focal point and security advisor to the Country Representative
• Ensure all new staff and visitors receive thorough security briefings from Admin staff.
• Ensure that Security focal groups are operational in each location.
• Monitor implementation of security operational plans and strategies
• Support Team Leaders and Sub Programme Managers in their day-to-day management of security matters.

Transport Functions:

• Oversee effective fleet management via the Admin and fleet management staff in place in all locations in accordance with LWF procedures.
• Ensure all monthly transport reports on fuel usage, mileage, repairs and maintenance for each vehicle are accurate and submitted in a timely manner and review these for any potential issues
• Assess the transport requirements of the country programme on a regular basis and ensure that appropriate solutions (e.g. vehicle rental arrangements, transfers between country programme locations, vehicle procurement to increase the fleet and vehicle procurement to replace old assets) are implemented on a timely basis to meet these needs
• Develop a country specific transport manual.
• Ensure vehicle servicing is planned around programme needs and that facilities are cost effective, efficient and reliable.

Information Technology:

• Oversee organizational IT systems development and functioning via direct supervision of the IT Manager and Officers.
• Ensure LWF’s IT policy and procedures are in place and followed.
• Through the IT officer, ensure development and updating of effective support systems, enabling the smooth operation of IT systems.

Line Management of staff:

• Ensuring that each member of the team fully understands outcomes which are expected of them and that they are aware of the success criteria relating to their work.
• Building an effective and supportive team culture within the systems staff especially between field and Kampala support personnel.
• Ensuring that work is planned and organised in a way which will meet the needs of colleagues within the organisation in the most cost effective manner possible; ensuring that team members are given appropriate workloads and are working efficiently.

• Monitoring, reviewing and supporting performance and, in particular, holding staff accountable for meeting the success criteria; giving corrective feedback where required and taking decisive action in the case of poor performance.

• Identify and take appropriate action to fill resource gaps (create new roles or launch timely recruitment to replace a leaver)

Other:

Undertake other related duties as may be assigned by the Country Representative

Education, Qualifications & Experience Required:

• Advanced University Degree in a relevant field; (Business Administration, Public Administration, Human Resources Management, Logistics and Procurement Management)
• Postgraduate Diploma in Project Planning and Management, HR management, and or Procurement and Logistics Management.
• Knowledge of LWF/DWS policies, procedures and standards an added advantage.
• Experience managing support functions (HR, procurement and logistics, IT at a senior level, preferably in an international NGO setting.
• Experience in establishing and overseeing effective implementation of policies and systems and managing teams in different locations.
• Proven experience in resource planning & budget management, tendering & contract management.

Special Skills, Aptitude or Personality Requirements:

• Problem Solving and Decision Making skills.
• Ability to inspire and build capacity of staff.
• Good interpersonal skills and excellent negotiation skills
• Information Technology (MS Office, Internet).
• Ability to work under pressure to meet tight deadlines
• Good team worker with good communication skills
• Empathy with LWF’s vision, mission, goal and objectives

Language Skills

English: Excellent skills (both written and spoken)

Any Other Special Requirements: Willingness and ability to spend at least 50% of time in field locations; specifically, Lamwo, Luuka, Adjumani, Moyo, Rwamwanja, Kitgum and Pader.

Applicants are required to uphold the core values of our organization.

To apply, please follow the link:https://lutheranworld.recruiterbox.com/jobs/fk0fy8c?cjb_hash=O_iSkM84&apply_now=true