NGO Jobs at IDI Uganda- Operations Manager

Job Title: Operations Manager, Duty Station: Infectious Diseases Institute
About IDI Uganda: The mission of the Infectious Diseases Institute (IDI) is to build capacity of health

systems in Africa for the delivery of sustainable, high quality care and prevention of HIV/AIDS and related infectious diseases through training, research, and advanced clinical services. IDI has five operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research and Laboratory services (provided through a partnership with the Makerere University-John Hopkins University Core Lab) and Outreach.

Duties & Responsibilities:
1. Policies and Procedures

    Prepare draft policies, procedures and guidelines for senior management consideration and approval; and implement approved policies;
    Develop operating and maintenance schedules and procedures that ensure high quality standards, continuity of service and cost-effective operation
    Develop an Environment, Health & Safety Plan for IDI;
    In conjunction with the DFA, develop management reports for monitoring adherence to quality standards, reliability and cost-effectiveness of operating procedures;
    Recommend refinements, revisions and additions to policies, procedures and guidelines for more effective operations.

2.     Planning and Budgeting

    In conjunction with the DFA develop annual operating budgets and a five year capital / replacement budget;
    In conjunction with the DFA develop a long term Facilities Plan;
    Monitor monthly expenses against budget, and provide a monthly analysis of significant variances.

3.     Contracting

    With senior management and architects, review plans for renovations and new construction, and propose concept and design improvements;
    With DFA, architects and legal counsel, where appropriate, monitor new construction and renovations to ensure that IDI receives timely completion and value for money;
    Maintain a register of all service contracts for machinery, equipment and facilities maintenance.
    Identify service requirements and determine the most economical means to achieve service objectives;
    In conjunction with the DFA and Procurement Officer review and negotiate service contracts;
    Monitor the performance of service providers and implement corrective actions when service standards are below expectations;
    Assess operational and facility requirements for core programs and grant activities, and recommend improvements that anticipate new demands.

4.     Office Services

    Manage all systems and service arrangements for incoming/outgoing mail, messenger services and deliveries, photocopying, equipment service, security, and others;
    Coordinate with Procurement Officer for receipt of international shipments, including shipment and customs clearance;
    Evaluate requirements for office equipment.  Manage the maintenance, repair and requisitioning of office equipment;
    Evaluate office services and recommend ways in which they can be more efficiently and effectively delivered.

5. Facility maintenance and operations (including external facilities)

    Lead the development and implementation of building maintenance programs and guidelines for new and existing facilities;
    Motivate operations staff to strive for excellence in maintenance standards and customer service;
    Periodically evaluate the cost-effectiveness of direct employment or service contracting for facilities maintenance;
    Assist program departments with requirements (room set-ups, access, supplies) for routine and special events

6. Security

    With support from security professionals develop, document and lead the implementation of security, evacuation and emergency procedures;
    Periodically evaluate the cost-effectiveness of service contracts for security services;

7. Transport/Fleet Management

    In conjunction with DFA forecast transportation demands; manage the acquisition, insurance and licensing of IDI vehicles; and manage the selection of alternative local transport;
    Establish a fleet management system; including the procedures, records and controls to ensure the appropriate and cost-effective maintenance and use of IDI fleet vehicles;
    Analyze motor vehicle usage to detect inappropriate use or maintenance, and take corrective actions;
    Motivate Drivers to maintain professional standards of service and safety;

 Skills & Experience:

    Ten years of senior experience in Operations Management, ideally in the NGO or private sector;
    Master’s degree in a relevant field (for example MBA or engineering);
    Experience in project management of engineering works or management of large, multi-site facilities would be a significant advantage;
    Demonstrated ability to direct and motivate a diverse and talented workforce.
    Proven ability to motivate staff to high levels of achievement;
    Attention to detail and commitment to high quality standards;
    High ethical standards and commitment to achieving value for money for the organization;
    Ability to prioritize and supervise multiple conflicting tasks and demands;
    Ability to anticipate issues and develop proactive solutions;
    Good oral and written communication skills;
    Knowledge of procurement procedures and good negotiation skills;
    Ability to supervise service contractors to ensure quality service and value for money;
    Proficiency in the use of spreadsheet, word-processing, e-mail, project management and CAD software;
    Practical knowledge of service and repair requirements for machinery, equipment and vehicles

How to Apply:
Qualified and interested persons who wish to apply may hand-deliver, email or post an application letter with a detailed CV, naming at least two professional referees, to:
The Manager, Human Resources
Infectious Diseases Institute
P. O. Box 22418, Kampala. hr@idi.co.ug
Closing Date: 31stMarch, 2013. 

Only short listed candidates will be contacted.