Job Title: Head of Operations
Organisation: SOS Children’s Villages
Duty Station: Kampala, Uganda
Job Ref: SOS-UG/JOBS/2022/21
About US:
SOS Children’s Villages is an independent, locally registered, child-focused, social development non- governmental organization with a strong reputation for providing quality care and protection, education and health needs for vulnerable children. Since its inception in 1991, SOS CV Uganda has reached over 60,000 children, youths and adults directly and indirectly to become empowered and self-reliant to contribute significantly to the needs of their families and communities. Works in partnership with a number of donors, (institutional and corporate agencies) including; Norwegian Agency for Development Cooperation (NORAD), Austrian Development Agency (ADA), Grieg Foundation, ERIKS Development Partner, USAID/Bantwana World Education, European Union, AVIS Foundation, Brand Charity, USAID/Uganda Private Health Support Program (UPHSP), Terre des Hommes (TDH), Stanbic Bank Uganda, DHL – Go Teach, Madhvani Group of Companies.
Job Summary: Under the overall supervision of the National Director, the Head of Operations will be responsible for the establishment of proper and reliable financial and accounting, procurement and ICT system, policies and procedures throughout the SOS Children’s Villages Uganda establishments and to ensure proper accounting keeping of income, expenditures and property of the Association. In addition, She/he will be responsible for creating forecasting models, assessing risk in investments and ensuring all accounting, grants Management, procurement and ICT activities comply with regulations. The Head of Operations will be the contact person for SOS Regional Finance, Logistics and ICT teams.
Key Duties and Responsibilities:
Finance Management (60%)
- Provides directives and follows-up on the preparation and timely submission of budget proposals by projects and offices of NO.
- Presents budget proposals at management evaluation meetings.
- Finalizes budget proposal and presents the same to National Director for final version and submission to the Board and Regional Office.
- Directs, coordinates and performs the activity of the overall administration and control of approved budget.
- Provides directives on the administration and control of budget by projects.
- Approves expenditures and payments ensuring that these are appropriate, supported by necessary documents are as per budget. Signs cheques as per the delegation thereon.
- Directs, coordinates and supervises the follow-up and receipt of Regional Office’s donations, donors’ fund and sponsors’ gifts and the proper use and accounting of the same.
- Directs, coordinates and ensures the proper collection and accounting of fees and other income of the Association by NO and projects.
- Ensures the proper accounting of assets and property of the Association.
- Visits projects, checks and ensures the adherence to financial and accounting policies and procedures. Provides guidance and advice thereon as necessary.
- Holds regular meetings with the staff of the Service to discuss activities, problems, concerns and new ideas to improve efficiency of work, open communication and cooperation.
- Holds regular reviews and performance appraisal with all staff of the Service to assess performance and identify areas for development.
Grants Management (10%)
- Ensure effective Grant management at all stages – Start up, Implementation and closure as per Donor guidelines and within the stipulated timelines.
- Ensure Compliance of all Donor requirements, (including efficient and effective reporting)
- Reviewing and ensuring that Project requests are in line with Donor Guidelines and approved work plans.
- Prepare budget monitoring against work plans reports
- Support the development of budgets as part of acquisition/business
Reporting (5%)
- Directs, coordinates and performs the timely closing of accounts and preparation of financial statements at all levels.
- Ensures the auditing of accounts of the Association by internal and external auditors.
- Directs, coordinates and performs the preparation and submission to National Director periodic and annual financial statements of the Association for the submission to the National Director, Regional Office and other concerned offices.
ICT Management (10%)
- Responsible for all the National Information and Communication Technology service in SOS Children’s Villages Uganda.
- Promote, organise and supervise the implementation of international ICT strategies, standards, goals and guidelines.
- Responsible for the procurement of IT Hardware, Software and outsourced services across the SOS Children’s Villages Uganda.
- Give input to planning sessions with national management, taking part in setting ICT targets, directions and developing main activities
- Support the regular assessment of the country providing information to ND for the “NA health check”.
- Provides advice and guidance to ensure business needs are met optimally by our internal and externally hosted infrastructure and support innovation, automation and improvement as driven by the business, partners and internal team member
- Responsible to ensure the documentation of ICT configurations and changes in defined locations
Procurement, Logistics, Security and Safety (10%)
- Ensure submission of consolidated SOS Children’s Villages Uganda annual procurement plan received from units (Program locations, satellite projects and Departments ) for timely, coordinated, and efficient/economic procurement
- Ensure that all emergency related procurements are responded in timely and flexible manner
- Assist in proactively identifying supply based issues, to minimize risks, ensure continuity of supply, and utilize emerging vendors in the markets;
- Perform Market Analyses by collecting, organizing and analysing market data and financial reports
- Develop and regularly review Grant(s) procurement and distribution plans; ensuring resolution of all related issues collaborating with programs unit leadership.
- Develop and implement category sourcing strategy
- Ensures coherence within own team to have positive impact on efficiency and value addition to the SOS Children’s Villages Uganda.
- Ensure SOS Children’s Villages Uganda compliance with donor rules and regulations in procurement function;
- Ensure all procurement activities are conducted in ethical manner.
- Identify, document and timely report any SOS Children’s Villages Uganda procurement deviations following the mechanism in place for appropriate follow up.
- Implement and sustain segregation duties in procurement and other related functions.
- Promptly Inform the National Director any areas of concern or potential or suspected procurement and Logistic policy violations.
Safeguarding (5%)
- Ensuring that key stakeholders are made aware of safeguarding measures and are supported in implementing them
- Ensuring that safeguarding is integrated in all management processes including recruitment, on boarding, performance management, team meetings, annual planning process field-level monitoring, IWP, IDP etc.
- Creating and maintaining a managerial and operational environment where the Safeguarding Policy is effectively implemented.
Qualifications, Skills and Experience:
- The ideal applicant must hold a Bachelor’s degree in finance and a Master’s in Business Administration.
- Full professional qualification in ACCA or CPA.
- At least seven years accounting experience at senior level in a busy organisation / setting. Experience in procurement, logistics, security, safety, and ICT.
- Additional experience in NGO community funded programmes including managing donor grants will be of great advantage.
- Good knowledge and sound understanding of current financial management and funding arrangements is desirable.
- Experience and knowledge in the use of accounting software.
- Functional Competencies (e.g. knowledge, skills, understanding, abilities…)
- Computer Skills with familiarity using accounting software packages.
- Ability to work well in a team comprised of people with diverse cultural and disciplinary backgrounds. S/he should have strong leadership and good communication skills.
- The ideal candidate must be self-motivated, able to initiate new ideas and willing to travel across our project locations from time to time
- Strategic thinking
- Conscious Administration
- Good communication and report writing skills
- Strong analytical skills
- Strong organizational and interpersonal skills;
- Ability to work under pressure and in a culturally sensitive environment. Ability to work both independently and collaboratively as part of a team Problem analysis and solving.
NB: Female Candidates are encouraged to apply.
How to Apply:
If you believe you are the right candidate for this position, please send your electronic application letter, detailed curriculum vitae (CV), and photocopies of academic certificates, and names and contact details of three traceable referees to the address below
Head of Human Resources and Organisational Development,
SOS Children’s Villages Uganda,
Plot 53 Ntinda II Road, Kampala. Uganda
Electronic Applications must be sent as one Single PDF Document not exceeding eight pages to: jobs@sosuganda.org
Applications that are late, do not have CV or certificates or exceeds eight pages or electronically submitted as images will be disqualified. Only shortlisted candidates will be contacted.
Deadline: 31st October 2022