Job title Support Services Manager, Uganda
Closing date 16.7.2018
Contract length 2 years
Date needed by as soon as possible
New post or Replacement New post
Based in Kampala with frequent travels to field programmes
The World Service is the internationally recognized humanitarian and development arm of the Lutheran World Federation (LWF), assisting people in need irrespective of their ethnicity, religion or gender. We implement programs worldwide, working with both local and international partners, helping communities achieve their full potential and advocate for their universal rights. Our partners include Lutheran Churches and their related agencies, the European Commission (ECHO), the US Government (BPRM) and UNHCR, for whom we are key implementing partners. For additional information please see www.lutheranworld.org.
Purpose of the position
LWF Uganda is deeply involved in refugee response caused by a refugee influx from Uganda’s neighboring countries, particularly from South Sudan and the Democratic Republic of Congo (DRC). Over 1 million South Sudanese refugees are settled in Northern Uganda and LWF Uganda is UNHCR’s main implementing partner. Since 2017, there has been a sharp increase in the rate of influx of refugees in Western Uganda following fresh inter- communal conflict in DRC. UNHCR and the Government of Uganda have requested LWF Uganda to respond to this acute situation. At the same time maintaining LWF’s extensive response to the South Sudanese crisis in the north remains a priority.
As the refugee emergency continues to heighten, it has become necessary to bring in capacity at high level, hence the creation of a position of Support Services Manager in LWF – Uganda.
Under the leadership of the Country Representative, manage and supervise LWF World Service Program in Uganda ensures implementation of projects, programs, policies and guidelines for the achievement of goals and objectives as outlined in the LWF Global Strategy and the Strategy for World Service. The Support Services Manager serves as principal support and advisor on the overall management of the operations in the Uganda Country Program (CP) , in particular monitoring and enforcement of DWS and the in-country operations policies and regulations at national and sub-national level to support the delivery of results in accordance with the LWF- Uganda Strategic Plans, standards of performance and accountability framework, ethics and integrity.
University degree in Business Administration, HR, Procurement or in another relevant field.
Knowledge, skills and experience
Significant work experience (at least 5 years) at managing the support functions of a humanitarian assistance and/or development program within an international environment.
Strong demonstrated leadership and people management skills.
Good conceptual and analytical, and decision making skills.
Knowledge and experience of the policies and procedures of bilateral as well as multilateral entities such as the United Nations, European Union, US government and others in the field of humanitarian/development assistance is essential.
Team-oriented yet firm and with high integrity to ensure that rules and procedures are respected.
Strong experience with compliance and complaints handling mechanisms.
Excellent ICT skills and ability to integrate IT innovations/tools in the operations for better data management.
Strategic thinker that is able to cope in high pressure environments.
Strong networking abilities.
Excellent communication and writing skills.
Experience of working in multicultural environments.
Approaches work with energy and a positive, constructive attitude.
Advanced spoken and written English.
On Support to the Country Representative on managing LWF Uganda Program
May serve as officer in charge in the absence of the Representative.
Monitor and assess operations and provide advice on best and innovative management practices to enhance operations.
Advise the Representative on CP annual work planning, setting priorities/targets and
establishing performance measurements. Monitor implementation and progress of work plans; collaborate with colleagues to assist, advice and guide to ensure achievement of results according to targets and performance standards.
Take timely decisions to achieve results and/or alert the Representative for timely action on the operations of the Uganda CP.
Establish clear individual performance objectives, goals and timelines and provide timely guidance to his/her team to enable them to perform their duties responsibly and efficiently. Plan and ensure timely performance planning, management and assessment.
Work collaboratively with the Representative, the Program Coordinator and Finance Manager and the various sectors to facilitate/contribute to the preparation of CP budget proposal. Monitor critical issues to resolve problems and/or recommend to the Representative appropriate action to ensure appropriate and optimum use of resources.
On Senior Management
Participate in the management of the country programme’s strategic issues as a member of the Country Core Management Team (CMT).
Assess the structure and effectiveness of systems functions in LWF Uganda and lead on implementing a systems strengthening plan.
Promote a “value for money” good stewards of funds approach through analyzing systems costs centers, identifying potential savings and implementing cost saving measures.
In collaboration with CR, address systems weaknesses identified through audit, review and report on progress at CMT level.
Lead on the integration of accountability commitments across systems functions and Uphold scrupulously organizational values and comply with the all LWF Policies relevant to support functions.
On Complaint and Response Mechanism
Take lead in reviewing and handling of the top complaints and allegations against LWF and its staff.
Enforce LWF accountability commitments with particular focus on ensuring zero tolerance towards abuse of power, sexual exploitation and harassment, child abuse, fraud and corruption.
On Monitoring and quality control of programs
Monitor operations of the Uganda program; identify weaknesses, bottlenecks and potential problems. Collaborate with the sectors and/or other partners and stakeholders to resolve issues and/or advise the Representative on resolutions to ensure delivery of results as planned and allocated.
Monitor the optimum and appropriate use of program resources (financial, human, administrative and other assets) and verify compliance with organizational rules, regulations and procedures, donor commitments and standards of accountability and integrity. Approve disbursements and allocations in accordance with delegation of authority established by the Representative.
Coordinate and/or provide advice on the preparation of mandated program and operational reports.
Coordinate Proposal Development
Support Program in the development of proposals to strengthen quality of work, innovations and ensure integration of operational needs.
Work closely with the Grants Manager in ensuring efficient and effective implementation of programs.
Innovation, knowledge management and capacity building
Advice the Representative and other internal colleagues in the CO on the conceptualization, development and implementation of policies and procedures, use of latest information technology and introduction of innovation and best practices in the CO to ensure optimum efficiency and efficacy in programming and operations.
Coordinate the collection, institutionalization and sharing of lessons learned to enhance operations and in particular use of IT for data management.
Applicants are required to uphold the core values of our organization.