Operations Specialist

The Operations Specialist is responsible for conducting specific procurement, logistics and administrative activities under the supervision of the Operations Cluster Manager.  Working closely with program team and Finance. The Operations Specialist is instrumental in supporting program activities by ensuring compliance and through accomplishing specific tasks listed under primary functions & responsibilities. The role will support Growth program procurement in Uganda.

Procurement management (60%)

• Coordinate annual project-based procurement planning in collaboration with the program team.
• Ensure procurement compliance to TNS or donor policy at all stages of the procurement process,
• Issue Request for Quotations, proposals, and tender documents, participate in procurement evaluation process, draft contract/LPOs, issue LPOs.
• Ensure that correct documentation for procurement and contracts are completed and filed to TNS procurement standards and policies.
• Work with the Program team to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts.
• Ensure timely and accurate supplier payment processing and documentation.
• Guarantee timely and cost efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price (Value for money).
• Maintain a pre-qualified supplier database and regularly update supplier profiles,
• Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods.
• Provide frequent update to programs on all pending and pipeline procurement in a timely manner that foster decision making process and supports project implementation,
• Act as a focal person in appsheet/GPS transactions including creation of vendor cards, online procurement execution, approval follow ups and system troubleshooting and escalations,
• Participate in Supplier information verification, due diligence, workshop visits.

Logistics management (20%)

• Support the Drivers as necessary to ensure that vehicle repairs, insurance and payments are made on time and in accordance with TNS policy.
• Responsible for monthly vehicle/motorcycle and fuel reporting and reconciliation,
• Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
• Responsible for ensuring that periodic vehicle safety checks are carried out and relevant records kept with the checklists involved.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paperwork related to the vehicle or vehicle operation.
• Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken regarding repairs and insurance claims.
• Ensure that all vehicles and motorcycles are tracked and any tracking system issues reported to the service provider for immediate rectification,
• Arrange travels in compliance with TechnoServe travel policy

Asset/Inventory management (5%)

• Responsible for logging all new assets in the asset register and ensuring the appropriate coding and tagging are placed on each item. Regularly updates asset registers with changes and new acquisitions.
• Conduct periodic physical asset verification and update the asset register as appropriate,
• Consolidate list of asset for disposal and conduct the disposal process after approval of the list,
• Ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained during stock movement and management.
• Ensure that all beneficiary acknowledgement forms are filed by programs and available when needed for audit.

Administration management (15%)

• Responsible for accommodation bookings and timely clearing of accommodation bills as required in coordination with the finance department.
• Ensure that standard office refreshments, teas, supplies, drinking water and others are available from time to time as may be required,

• Maintained a good filing system and ensure all documents are stored in a retrieval manner,
• Coordinate office repair and maintenance including office equipment repair,
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded accordingly,
• Ensure a clean and presentable office environment,
• Responsible for opening and closing the office,
• Liaise with finance to keep track of and payment of office running cost such as utility bills and rent renewal among other administrative support.
• Timely preparation and submission of monthly reports,
• Liaise with the security company and ensure the office safety and security is maintained at all times,
• Perform any other duties as may be assigned by your supervisor

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