Provide leadership to operations team ensuring quality service and efficiency of project operations.
Actively participate and contribute to Project Management & FLATs meetings.
Regularly visit all field sites to monitor and support compliance to set operational protocols and plans.
Provide routine monitoring and reports (daily, weekly, monthly, quarterly) of all operations and project administrative systems.
Contribute to project reporting, accountabilities and improvements including the Project Implementation**.**
Represent Acted internally and externally with key stakeholders generally, and particularly in areas pertaining to operations.
Ensure positive working relations and collaborative interactions within all operational teams, across workstreams, project field sites, and other Acted support entities.
Represent Acted in all relevant working groups or coordination platforms to obtain up to date information with regards to legal policies regulating NGO operations
Operational team management:

Line manages (directly or in partnership) the FLAT operations staff with respective direct supervisors. These include the Finance, Logistics, HR-Admin and Transparency & Compliance teams.
Provide capacity-building technical support, and mentorship for FLAT staff to ensure that they understand, follow, and comply with relevant systems, processes, and procedures.
Lead and conduct high-quality, regular, and documented meetings with FLAT teams for technical guidance, joint planning, performance review, progress reporting, shared learning and problem solving.
Support, supervise and mentor operations team to internalize project and Acted operational performance targets, expectations, processes, and policies.
Ensure timely submission of monthly reports.
Finance and Grants support:

Coordinate with Finance and Grants team to:

Prepare and supervise implementation of operational budgets in accordance with Acted financial and budgeting systems.
Coordinate orientation of project staff on finance and grants related tools, schedules, and processes.
Ensure and coordinate preparation, reviews, and submissions of monthly Budget Follow Up (BFU).
Review and approve payments as per Acted Authorization Matrix.
Contribute to financial reports.
Support finance and grants documentation is properly organized, filed, maintained, and accessible, both in hard copy and electronically.
Logistics and Procurement

Coordinate with Supply Chain team to:

Ensure timely drafting of project procurement plans and timely supply chain processes.
Carry out periodic customer care assessment of the supply chain department.
Carry out market assessment and update supplier database.
Administration

Coordinate with Human Resources and Administration to:

Ensure that all project staff undergo orientation and induction and logistically equipped to perform their roles, with appropriate documentation.
Ensure that project asset files are created, maintained, and updated with all relevant documentation, according to relevant checklist.
Ensure provision of day-to-day advice to teams around interpretation and implementation of relevant administrative policies and procedures.
Provide support to the HR-Administration officer with regards to timely processing of all fund’s requests and contracts, ensuring their compliance with procedures.
Ensure Acted compliance to all regulatory laws of Uganda in terms of human resource and operational procedures such as (Taxes, permits etc.).
Initiate periodic review of all relevant policies and guide Sops.
Risk Management:

Coordinate with Transparency & Compliance team to:

Ensure continuous update of Risk Management Matrix for operations and follow up.

Ensure rigorous follow-up on internal and external audit recommendations.

Coordinate periodic training of operation support and project teams on policy updates both internal and donor.

Ensure all staff continuously receive refresher training on Acted Code of Conduct.

Contribute to Project Risk Management Plan, reviews, updates, and reporting.

Safety and Security.

Coordinate with Human Resources and Administration to:

Carry out security assessments of new ACTED facilities, ensure a standard level of facilities protection, and supervise guards.
Ensure a proper level of preparation before movement on the field, ensure transportation means are adapted, ensure a good fleet maintenance, and set movement rules which are adopted to the local context to support the logistics team in country.
Act as a point of contact for the Crisis Management Team.
Conduct security briefing for each new international staff arriving in the country.
Monitor the security preparedness of country and enforce staff compliance with internal security riles and SOPs, ensuring they are communicated to all staff and understood.
Ensure preparedness to evacuation and contingencies(check contingency kits, first aid kits etc.)
Required qualifications and technical competencies
Bachelor’s Degree in any related field
Masters’ degree is an added advantage.
A minimum of 7yrs experience setting up and managing administration, procurement, logistics and human resource systems in NGOs or business with supervisory responsibilities.
Sound knowledge of administration and logistics procedures is highly desirable.
Proven supervisory ability and/or technical skills combined with leadership.
Strong interpersonal skills and ability to establish and maintain effective working.