Alright Senior Supply Chain and Administration Coordinator Jobs in Uganda

Alright Senior Supply Chain and Administration Coordinator Jobs in Uganda

Reports to Country Director | Full time | August 2019

Alight is recruiting a Business Development & Grants Coordinator for our program in Uganda, which operates as the American Refugee Committee (ARC).
A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.
A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.
An organization that refuses to settle for anything less than delivering human-worthy services.

What we do in Uganda and around

ARC Uganda’s mission is to provide opportunities and expertise to refugees, displaced people, and host communities. We help people survive conflict and crisis and rebuild lives of dignity, health, security, and self-sufficiency.It is also home to ARC’s breakthrough initiatives Kuja Kuja and Safe Rides. In addition, supports the vulnerable communities and IDPs in South Sudan. ARC manages a multi-sectoral program that includes primary and secondary health care and gender-based violence prevention and response.

About the Role

Based in Kampala and a member of the Senior Management Team (SMT), the Senior Operations and Administration Coordinator is the key operations focal point for all program support to all field sites in Uganda. In addition, this position will oversee the operations in South Sudan programs (Remote management with up to 25% presence in South Sudan). Under the supervision of the Country Director, the Senior Operations and Administration Coordinator is responsible for overseeing procurement, logistics, fleet and transportation, in South Sudan and Uganda. This also includes management of supplier and vendor contracts, procurement and contractors’ management, communication equipment, fleet management and travel coordination and management of ARC premises.
S/he is responsible for ensuring that all program support activities are implemented in a timely manner, according to agreed-upon targets and budgets, in coordination with program teams.
The Senior Operations and Administration Coordinator will directly manage and build the capacity of Logistics, Supply Chain and Procurement staff ensuring that operational systems are in place and strengthened, and are consistent with ARCs and donor policies. He/she will actively work toward deepening and defining what a robust cross-border Operations platform looks like.

Day to day responsibilities

Administration/Operational Management – 20%

  • Provide strategic leadership to ensure the Operations Department focuses on key achievements and results.
  • Provide strategic leadership and effective planning for, and oversight of operational activities to support of program activities to ensure successful and timely program implementation and achievement of targets within budgeted allocation.
  • Ensure ARC’s owned or rented vehicle fleet is managed according to ARC policy, including routine maintenance and security and safety checks, with annual evaluation of fleet services and contracts to ensure adequate support for program delivery.
  • Maintain internal Standard Operating Procedures (SOPs) and operational policies.
  • Lead the negotiation and preparation of leases (office premises, guesthouses, warehouses), for all ARC rented premises.
  • Ensure proper installation and full functioning of all IT equipment and licensed software.
  • Ensure optimum connectivity with minimum disruptions and rapid recovery of systems and networks.

    Supply Chain Management – 20%

    Supervise Supply Chain staff to ensure proper warehousing, communication, procurement, assets and stock management, and transportation to support program implementation.
  • Provide technical leadership, training, and support to Supply Chain Managers/Senior Officers for the transparent and auditable management of all procurements for the Country Offices, in line with the policies and procedures of ARC International and donor regulations.
  • Oversee the implementation of supply chain strategies, e.g. sourcing strategy, supplier selection, evaluation and performance measurement of suppliers.
  • Ensure use of appropriate tools to facilitate procurement and price lists of procured items.
  • Review requests of large purchases to verify vendor, allowable expense, ensure accurate budget coding, availability of required supporting documents.

    Security Management & Systems – 15%

  • Advise State Program Managers on Security
    Safety Risk Management (SSRM) strategies, including the control and mitigation of risks as well as logistics and procurement required to be in compliance.
  • Manage the SSRM process, supervising implementation of safety management policies, protocols, procedures, and mitigation measures.
  • Conduct regular field visits to monitor implementation of safety and security guidelines, assess field situation and modify and adapt safety plans as required to ensure staff and beneficiary security and safety.
  • Ensure and test regularly the functioning security and safety communication systems for country-level and field-level operations, including developing and monitoring SOPs.

    Supervision – 15%

  • Supervise, mentor and motivate operations teams, ensuring clarity of roles and responsibilities in, and accountability for operational support for program implementation.
  • Provide/facilitate opportunities for staff capacity building and leadership development.
  • Directly engage in transferring knowledge on operations systems, policies and processes.
  • Lead fair and transparent annual performance appraisal process.

    Strategic Management – 20%

  • Provide strategic leadership for country program operations, including evaluating current operating systems and developing strategic recommendations to strengthen systems in support of program implementation.
  • Actively engage in strategic discussions and planning related to the country program and embrace leadership role as a member of the SMT, collaborating with peers to ensure successful and collaborative country program management overall and beyond operations.
  • Participating in Annual Strategic Planning process, with special focus on operations in support of program delivery.
  • Proactively develop the skills of ARC staff to understand and use supply chain tools and services to design and implement quality programming.
  • Attend UNDSS, OCHA, and other meetings on staff safety matters as needed and as appropriate and strengthen relationships with key security and safety contacts at the government, state, donor, levels.

    Reporting – 10%

  • Ensure that monthly and quarterly procurement plans are developed, tracked, evaluated, and submitted, including that plans are within budget limits and compliant with donor requirements.
  • Prepare monthly status reports on procurement, assets, contractor database, and payments and report to SMT, holding monthly meetings if required to evaluate and address gaps as a team.
  • Provide tracking reports of assess and/or commodity donations in collaboration with the country finance controller; review assets and/or commodity donation requests and provide distribution plan with recommendation to the country director for action.
  • Monitor and report to the country director security situation and incident reports, coordinating with country security advisor) and field security focal points. Prepare and submit timely and accurate weekly Security & Staff Safety Reports and Incident Report to the country director and Regional Security Advisor.
  • Lead assets inventory process to ensure compliance with ARC, donor, and legal requirements.

    The skills and experience we’re seeking

  • Proven leader with a minimum of five (5) years of experience managing staff, at least three (3) years at the senior leadership level.
  • Minimum five (5) years of progressive experience with responsibility for procurement, logistics/supply chain management, administration, and information technology, particularly with INGO in Africa and/or the MENA Region.
  • Strong analytical and organizational skills with an ability to manage multiple priorities with minimal supervision and to generate results in challenging and complex operating environment.
  • Successful, demonstrated track record of professional achievement at the strategic and operational levels with an ability to track and monitor trends and issues;
  • Experience working with international donor administrative policies and procedures, including complex donor requirements.
  • Computer proficiency in Word, Excel, PowerPoint and Access.
  • Bachelor’s degree or equivalent, and demonstrated experience required; Master’s degree preferred

    Qualities top candidates will possess

  • Employs a can-do, solutions-oriented approach to find creative, innovative solutions in a complex operating environment.
  • Exceptional interpersonal and communication skills and a collaborative spirit that motivates colleagues and produces results.
  • Willingness and ability to work in insecure environment and adhere to ARC security policies.
  • Fluent in Spoken, Reading, and Written English.
  • Applicant must be eligible to work in Uganda.


    We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced.

    For more information and job applications details, see; Alight Jobs in Uganda

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