Jobs Descriptions:

Plan International is an independent development and humanitarian organisation that advances children’s rights and equality for girls.We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected.Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.We have been building powerful partnerships for children for over 85 years, and are now active in more than 75 countries.

The Head of Operations provides overall leadership, oversight and management support for all aspects of operational management in PIU. This position is part of the Country Leadership Team, with a focus on ensuring accountability, compliance and stewardship, coordinating efficient resources and logistical planning. The role provides matrix management to the operations teams based in field offices as well as to the program area Sponsorship Coordinators,

The role involves considering the resourcing and logistical implications of both strategic and operational plans, and advising management on how to achieve optimal value for money; considerable forward-thinking and analytical thinking are required.

This position is responsible for managing a departmental budget of around €500,000 annually and can approve financial transactions of up to €100,000.

The key challenge for this position is around the diversity of operational support services that must be managed and the need to deliver high-quality services on time and to standard, in compliance with Global policy and Ugandan statutory requirements. This requires the job holder to:

• Have an outstanding ability to think strategically and conceptually, managing multiple moving parts simultaneously
• Keep the team focused on timely, compliant, service delivery; improving systems, structures and processes as required to reliably deliver required service levels at a high-quality level.
• Liaise effectively with colleagues to motivate effective service delivery via PIU’s matrix managed structure
• S/he is expected to provide the necessary information/data to efficiently and effectively take strategic decisions to deliver on the Country Strategy (CS).

Key result areas:

 Strategy, Planning & Budgeting

As a member of the Country Leadership Team, support the organisation in strategic and operational planning; develop vision, strategy and plans for the role of the Operations Department in supporting the achievement of PIU’s objectives:

Actively participate in CLT meetings to provide strategic inputs/advice and contribute to decisions on policy and strategic direction

Ensure regular engagement with Heads of Department (including PAMs) to understand strategic priorities for the provision of operational support; facilitate agreement concerning priorities, leading to the development of procurement plans and Service Level Agreements if appropriate

Oversee the development and implementation of up-to-date country-specific operational systems, policies, procedures, and guidelines that will ensure efficient delivery of service requirements and compliance with Plan’s global standards. In particular:

PIU guidelines and Standard Operating Procedures for Procurement
Plan International Data Privacy and Protection policies
Ensuring that resources are provided and used in the most environmentally friendly and value for money manner
Ensure that an effective mechanism is in place for accurately determining and anticipating the resourcing needs of programmes; ensure that these are pulled together into a master procurement plan aligned with cash-flow forecasts for the whole organisation and also at a project-level

Participate in Project Initiation activities, organising and coordinating the Operations Team to provide all necessary support. Support audits and financial monitoring activities for operations.

 Sponsorship

As a member of the CLT, provide vision and leadership for PIU’s sponsorship activities, ensuring effective integration of sponsorship projects with grants projects:

Through supervision of the Sponsorship Manager, ensure clarity concerning the funding available via sponsorship and the resultant targets for enrolment and assignment.

Support the CLT in making decisions concerning the design and location of sponsorship projects and how they may be best integrated with grants projects

Ensure that clear targets and Key Performance Indicators are provided and met by the Sponsorship Manager, the Programme Area Managers and Sponsorship Coordinators responsible for the implementation of sponsorship activities; ensure the timely and accurate flow of performance data.

Ensure that teams involved in sponsorship projects are provided with high-quality training and that regular learning reviews and information sharing take place

Ensure that all the sponsorship commitments required by the Global Hub and communications required by National Offices are met on time and to standard

Country Office & Programme Resourcing

Through supervision of the operations team and matrix management of Programme Area operations staff, ensure that PIU staff and key stakeholders are provided with timely, effective, environmentally sensitive, and value-for-money operational support services nationwide:

Oversee the full and compliant implementation of the global Supply Chain Manual and any other global manual or policies, procedures and systems; ensuring that PIU’s staff are provided with necessary goods and services in a cost-effective, efficient and timely manner

Ensure that the PIU fleet is managed in a cost-effective and environmentally sensitive way, in line with the Fleet Manual; ensure that global KPIs are achieved above 90%.

Provide overall oversight to ensure that the Information Technology (IT) department provides the required IT services and resources to all locations and staff

Ensure that appropriate office facilities are selected in all programme areas, oversee the negotiation of contracts that protect PIU’s interests; ensure that appropriate policy, procedures and staffing are in place to provide a conducive work environment for staff

Oversee the management of assets, including the procurement, tracking, maintenance and compliant disposal of equipment, furnishings, vehicles and other resources.

Ensure the provision of administrative support (office management, reception & hospitality, travel services, events management etc.); striking a balance between cost-effectiveness and the provision of appropriate service levels to staff and visitors

Support the Country Engineer in providing support where significant infrastructure development projects are required

 Safety & Security

Lead safety and security planning and management in the country, ensuring that PIU effectively protects and preserves the security and safety of staff and fully implements Plan International’s Management Standards:

Ensure that regular safety and security assessments are conducted and valid information is gathered concerning every location where PIU staff work (travel destinations as well as offices and hotels/venues)

Participate in various development / humanitarian operational and security networks in Uganda including peer organizations, UN and other local, regional and international.

Ensure that all Plan offices (CO and PAs) have developed standard operating procedures (SOPs) and contingency plans consistent with global security policy; ensure all staff receive security orientation and training as per PI requirements

Chair the Security Review Team; lead the development, update, and communication of the Security Management Plan and any country-specific SOPs or directives

Oversee the development and implementation of health and safety standards in compliance with the host country’s laws and the global health and safety policy

Compliance & Management of Risk:

Ensure that all activities overseen by the Operations Department comply with global, country and statutory policies and guidelines; lead the effective identification and management of risks, in particular, those associated with procurement, cyber security and sponsorship:

With support from the Risk Assurance Manager, conduct a comprehensive risk assessment of the key operations functions nationwide (including where responsible staff are matrix managed); develop the departmental risk management matrix

Keep up-to-date and ensure full understanding and implementation of relevant global and regional policies and procedures, as referenced in the Supply Chain Manual and Management Standards.

Coordinate with unit managers and Programme Area staff to ensure compliance with global policies, standards and procedures, and legal requirements; ensure that the provisions of the risk management matrix are implemented consistently

Ensure that the safeguarding provisions associated with Plan International’s sponsorship activities are fully understood by staff and rigorously adhered to

Liaise with the Risk Assurance Manager to plan and facilitate an appropriate programme of internal and external audit missions; ensure audit follow up and action lists are addressed in a timely manner

 Functional Leadership

Lead the Operations team in a manner that empowers them to deliver high quality, timely, support to the wider organisation:

Develop and oversee implementation of an annual work plan and budget for the Operations Department; manage the finances of the department, ensuring good value for money and compliance with PIU’s policies and procedures

Regularly review the team staffing levels to ensure that required service levels can be realistically delivered; at the same time ensuring that staff are fully occupied and working efficiently

Communicate clear performance expectations to the team, providing training, coaching and other support as required; manage any poor performance firmly but fairly, in line with PIU’s policy

Coordinate effectively with others to ensure high performance within PIU’s matrix operating structure

Foster an inclusive environment by the implementation of policies that provide for diversity and equal opportunities and utilisation of a leadership style that will drive employee engagement

Safeguarding and Gender Equality & Inclusion

Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in accordance with

Qualifications:

Bachelor’s degree from a recognised university

Relevant professional qualifications in at least one of the technical specialists being managed (e.g. Supply Chain Management, ICT, Business Administration)

At least 15 years’ progressive experience working directly in the areas of operational support, and management, including at least five years in a senior management position in relatively large organisations with mainly external donor funding and of similar complexity to PIU.

Demonstrated understanding of donor rules and requirements.

Source:https://jobs.plan-international.org/job/Kampala,-Bugolobi-Head-of-Operations/837029901/