Support Services Coordinator job at LWF World Service


LWF World Service

Support Services Coordinator job Post

Location:  Jobs in Uganda 2022 - 2023


Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 12 April 2022

Hiring Organization: LWF World Service

Job Details:

As a key member of the Core Management Team (CMT), The Support Services Coordinator (SSC) is responsible for strengthening Lutheran World Federation (LWF) Uganda’s support functions and leading the administration, HR, procurement, logistics, IT, and security team. The SSC ensures that appropriate structure, systems, and personnel are in place for effective support to LWF’s programs in Uganda. The candidate is responsible for overseeing the rollout of new digital technologies. The role also includes financial management of support costs and ensuring high accountability and donor compliance levels.

Main Duties and Responsibilities:
• Senior Management
• Participate in managing the country program’s strategic issues as a member of the Country Management Team (CMT).
• Assess the structure and effectiveness of support functions in LWF Uganda and lead the implementation of system development.
• Promote a value for money- approach through analysing systems costs, identifying potential savings, and implementing cost-saving measures.
• Supervise the managers carrying out procurement, HR, logistics, admin, IT, and, security assessments.
• In collaboration with CR and the CMT, address weaknesses in services identified through audits and reviews, and report on CMT and Geneva level progress.
• Advice, consult and involve the Representative and the CMT in conceptualizing, developing, and implementing new and existing policies and procedures; communication technology (ICT) tools; and introducing innovation and best practices to ensure optimum efficiency and efficacy in programming and operations.
• Coordinate the collection, sharing, and institutionalization of lessons learned to enhance operations and use ICT tools for data management.
• Lead on using Survey CTO rollout, Introduction, new software data collection together with M&E. Led the responsible managers on the rollout of SAGE HR, Admin, Payroll, SAGE Asset Management, and E-Tender functions.
• During absences of the CR, act as LWF Officer in Charge when requested.
• Human Resources Management:
• Support the process of developing and rolling out a digital HR Management system (SAGE).
• Overseeing that Human Resources policies are kept up to date, incorporating best HR practices, in line with LWF organizational policy and following Uganda labor laws.
• Provide support to HR Manager on NSP (national staff policy) manual reviews and salary/benefits benchmarking exercises.
• Promote an attractive working environment based on equality, caring attitudes, and integrity where staff feels safe, valued, and respected.
• In collaboration with Managers, Supervisors, and heads of Departments, support the implementation of development and training plans for staff.
• Ensure a Transfer and Rotation policy is developed.
• Procurement & Asset Management
• Supervise procurement staff who, in collaboration with the Programme Coordinator and budget holders, prepare an annual procurement plan in line with the LWF Procurement Manual.
• Ensure that regular training is provided and that all relevant personnel understand and comply with LWF and donor procurement procedures.
• Supervise the team rolling out the E-Tender system.
• Support improvement of contractors and service providers’ management.
• Ensure the Procurement maintain required supporting documentation (paper and electronic) that satisfies LWFs, donor and audit standards, manuals, and policies.
• Logistic Department
• Supervise the Logistics department to ensure a quality service.
• Develop agreed procedures and manuals, roll out the SAGE Asset Management Component and, manage staff incharge of Stores, Fleet and Transport.
• Complaint and Response Mechanism
• In consultation with the CR, support/take the lead in reviewing and handling serious complaints and allegations against LWF and its staff. Forward to Geneva CRM cases under their responsibility.
• Enforce LWF accountability commitments, focusing on ensuring that all managers and staff know and understand the commitment to zero tolerance towards abuse of power, sexual exploitation and abuse, harassment, fraud, and corruption.
• Act as focal person for the Feedback Reporting and Response Mechanism (FRRM) UNHCR referral system.
• Finance & Donor Compliance
• Contribute to Proposal development by including support service costs in funding applications.
• Support ensuring that all procedures about Donations-in-Kind are complied with and obtain all necessary supporting documentation.
• Administration:
• Supervise the staff overseeing the maintenance and running of LWF’s premises (offices and residences) ensuring that adequate supplies, staffing, and support systems are in place.
• Security Management:
• Take up specific security management tasks as delegated by the Country Representative.
• Take the lead in reviewing and updating LWF Uganda’s Security Pack according to the LWF Security Policy and guidance from the Global/Regional Security Advisor(s).
• Ensure all new staff and visitors receive thorough security briefings
• Support the implementation of security operational plans and strategies
• Line Management of staff:
• Ensure all staff members under his/her line management have updated JDs, with well-defined expected outcomes and key performance indicators that are reviewed at least annually.
• Build an effective and supportive team culture within the countrywide Support team.
• Provide coaching and ongoing support to staff to achieve the best possible results as a team; manage relations and ensure balanced workloads to guarantee staff wellbeing.
• Other:
• Undertake other related duties as may reasonably be assigned by the Country Representative


Education, Experience and technical competencies:
• Significant senior level leadership and management experience of atleast seven (07) years in operations management in international humanitarian setup, including demonstrated ability to set up operational management systems in a large program and direct experience of delivery of the humanitarian program in an emergency response. a large and complex international NGO.
• A University degree in Humanities, Business or it’s equivalent from a recognized education Institution; A Masters Degree in Management is essential.
• Excellent knowledge in preparing major international donor reports and knowledge of major donor rules including BPRM, UNHCR, UNICEF, WFP, ECHO, EU; Proven experience in managing large budgets for multiple donors.
• Demonstrable experience in strategic management, results-based management in financial matters.
• Ability to present complex financial information in a succinct and compelling manner.
• Essential
• Knowledge of International NGO donors and their financial reporting requirements.
• Strong team building skills, Organized and methodical. Independence, objectivity and integrity; Demonstrated ability to thrive in a matrix management environment; Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures
• Proven Communication and Management Skills, Proven commitment to accountable practices, Previous experience in setting up systems in a new country program is an asset, Knowledge of working in challenging environments.
• Proven ability to manage large varied workloads and deal constructively with stress and long periods of work, Proven ability to prioritize tasks, meet deadlines, and work with limited supervision, Proactive, stable, and robust character and a good team player, Excellent interpersonal skills and demonstrated ability to establish effective working relations at all levels.

Application procedure

Applications should be addressed to;
• LWF Uganda Office of Human Resources
• Plot 1401, Ggabba Road, Nsambya
• P.O Box 5827, Kampala- Uganda
• Tel: +256 (0) 393 264 006/7/8

Date Posted: 2022-03-31

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