OPERATIONS MANAGER

Position

Operations Manager

Starting date

ASAP

Location

Kampala

Type of contract

Fixed term

Organization.

ACTED

About ACTED, IMPACT Initiatives and REACH

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate

humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. We go the last mile: ACTED’s mission is to save lives and support people in meeting their needs in hard-to-reach areas. With a team of 4,800 national staff, 450 international staff, ACTED is active in 38 countries and implements more than 505 projects a year reaching over 20 million beneficiaries. ACTED has been operating in Uganda since 2004.

IMPACT Initiatives is a humanitarian NGO, based in Geneva, Switzerland. The IMPACT team comprises specialists in data collection, management and analysis and GIS. Historically, the two organizations have a strong complementarity formalized in a global partnership, enabling IMPACT to benefit from ACTED’s operational support on its fields of intervention as part of the REACH Initiative.

Since 2017 Acted has been hosting IMPACT Initiatives in Uganda, under their REACH Initiative partnership. REACH was born in 2010 as a joint initiative of two International NGOs (IMPACT Initiatives and ACTED) and the United Nations Institute for Training and Research (UNITAR) Operational Satellite Applications Programme (UNOSAT). In Uganda, IMPACT, via the REACH, has provided supports to response actors, line ministries and the Office of Prime Minister that includes the development and sharing of information products to enhance the decision making and planning capacity for refugee response. This has included dedicated assessments on cash and markets; multi-sectoral needs in refugee settlements; community vulnerability and resilience; and access to basic services.

Context of the position and key challenges

Main Objective

REACH is currently seeking to hire a qualified Operations Manager (OM) to oversee operations in Uganda and the functioning of the Hub office. Under the management of IMPACT’s Multi-Country Representative (MCR), the OP leads the operational management of IMPACT’s Kampala office and supports the Uganda mission in its function as a regional hub. The role is responsible for ensuring that the operational backbone of the mission is effective, compliant, and responsive, providing the structures and support necessary for the smooth delivery of program and organizational priorities.

The Operations Manager will lead and coordinate operational functions in the Hub Office, ensuring efficient, compliant, and high-quality support to programmes and hosting capacity. The role requires a high level of accountability, proactivity, and ownership, with a strong focus on identifying inefficiencies, solving operational bottlenecks, and continuously improving systems and processes across the Hub.

Office and Hub management

The Operations Manager oversees the hub’s core support functions, including logistics, administration, human resources, ensuring effective coordination across these operational areas. In doing so, the position contributes to a well-managed, accountable, and responsive working environment that enables the smooth functioning of the mission and supports its continued development as a regional platform.

In close coordination with mission leadership and relevant support departments, the Operations Manager also contributes to strengthening internal systems, maintaining compliance standards, and ensuring the mission is equipped to respond to evolving operational needs. The Operations Manager will be supported by and have managerial responsibilities for 1 – 2 Operations Support Officers (OSO).

Uganda field operations

Additionally, the Operations Manager will provide guidance and oversight to the Uganda field team. This involves overseeing a team of 3 permanent field staff, delegation of field planning responsibilities, management of the data collection permissions process, and oversight of coordination with data collection partners.

Key roles and responsibilities

Key Responsibilities

1. Operations management

In consultation with the MCR:

• Lead the development, maintenance, and implementation of Standard Operating Procedures (SOPs) to streamline workflows and clarify roles and responsibilities. Identification of process related gaps and inefficiencies.
• Ensure good coordination on operational matters between IMPACT Uganda hub, host IMPACT staff and relevant Acted departments (Finance, Logistics, HR, Transparency & Compliance, and Security).
• Ensure that the mission’s administrative systems and legal documentation are maintained in line with national requirements and internal standards.
• Supervise the management of office and guesthouse assets, inventories, and operational service needs, ensuring continuity and adequate availability of required items and services, delegating completion of tasks to the OSO as needed.
• Oversee office support staff (cleaner and driver) and contracts with the guesthouses to ensure that these spaces remain functional, well-maintained, and conducive to staff wellbeing and effective working conditions.
• Provide guidance and management support to Uganda field teams, including overseeing liaison with Acted Security on movement plans, overseeing enumerator hiring, guidance on monitor of spending during data collection.
• Provide management to field structure.

2. Logistics, Procurement, and Asset Management

In consultation with the MCR:

• Oversee the planning and implementation of logistics and procurement processes, delegating completion of tasks to the Operations Officer (OSO), required for the effective functioning of the Kampala office and guesthouses.
• Monitor and guide the work of the OSO to ensure that procurement, supplier management, contracting, stock follow-up, and delivery processes are carried out efficiently and in line with internal procedures.
• Ensure that workspaces and accommodation facilities are adequately equipped, supplied, organised, and maintained to meet mission needs.
• Monitor spending associated with non-programmes budgetlines and maintain cost estimates for budget development.
• Manage the work of the OSO (Logistics), identify capacity gaps, and identify avenues for professional growth.

3. Human Resources Administration

In consultation with the MCR:

• Provide administrative follow-up related to staff mobility and presence in Uganda, delegating tasks to the OSO, including visa, residency, arrival, departure, and other practical administrative processes.
• Oversee the OSO’s work on national staff HR administration, ensuring that contracting, onboarding, personnel records, and related administrative processes are implemented effectively and in line with applicable procedures.
• Oversee the OSO’s work in managing staff benefits, payroll administration, social contributions, and other required employment-related processes for national staff.
• Monitor the OSO’s work to ensure that HR documentation and staff files are complete, updated, and appropriately archived, both physically and digitally.
• Contribute to maintaining appropriate duty of care standards through proactive attention to staff working and living conditions.
• Contribute to maintaining coherent and functional HR systems, including support to recruitment administration and staff arrival arrangements where relevant
• Manage the work of the OSO (HR), identify capacity gaps, and identify avenues for professional growth.

4. Financial Administration and Budget Support

• Under the guidance of the MCR, oversee the mission’s day-to-day financial administration in Kampala, ensuring that accounting, treasury, and supporting documentation are managed accurately and in a timely manner.
• Support the MCR the implementation of financial processes, including cash management, routine disbursements, salary-related administration, and the preparation and filing of required financial documentation.
• Ensure appropriate budget follow-up for operational expenditures, including verification of budget availability and compliance with internal validation procedures. Reporting back concerns to the MCR.
• Maintain strong coordination with relevant finance colleagues and headquarters departments to ensure transparency, accuracy, and compliance in financial administration.

5. Transparency, Compliance, and Audit Support

In collaboration with the MCR:

• Support mission leadership and headquarters in ensuring strong transparency, compliance, and documentation standards across operational processes.
• Serve as a focal point for audit-related follow-up on HR and procurements, coordinating the timely collection, organisation, and transmission of required documentation.
• Help ensure that operational files, records, and supporting documents are maintained in a manner that facilitates accountability and internal or external review.
• Contribute to a culture of operational compliance and procedural rigor across the mission.

6. Security documentation

In consultation with the MCR and Acted Security:

• Work with the HR Officer to ensure documentation of accommodations to enable security review.
• Support in drafting and sharing security advisories regarding contextual developments.
• Support with contingency planning for upcoming political events.
• Ensure acceptable level of compliance with Minimum Operating Security Standards by supporting in identifying risks associated with equipment, vehicles, premises, and field operations.

7. External engagement

Under the supervision of the MCR:

• Maintain and strengthen strategic relationships with Ugandan government MDAs (Ministries, Departments and Agencies).
• Liaise, as required, with relevant local administrative authorities and service providers in support of the mission’s operational needs, providing support to the MCR on setting up and maintaining country registration,

Required qualifications and technical expertise

• Bachelor’s degree in a relevant field (Master’s is an asset)
• Minimum 7 years of experience in operations (Finance, HR, Logistics, Administration)
• Strong experience in NGO operational systems and compliance
• Proven team management and leadership skills
• Strong understanding of Ugandan legal and regulatory framework
• Experience working in complex, multi-layered operational environments
• Strong organizational, analytical, and problem-solving skills
• Ability to work under pressure and manage multiple priorities
• Excellent communication and interpersonal skills

Conditions

Key Competencies

• Strong leadership and team management skills, with the ability to supervise and develop multi-functional teams
• High level of accountability and ownership over operational performance and outputs
• Proactive mindset, with the ability to anticipate challenges and take initiative independently
• Strong drive to continuously review, update, and improve operational systems and processes within the Hub
• Solid understanding of compliance and risk management in complex operational environments
• Strong organizational and problem-solving skills, with attention to detail
• Ability to work under pressure, manage competing priorities, and meet tight deadlines
• Excellent coordination and stakeholder engagement skills
• High level of autonomy, professionalism, and integrity

Position Context

This is a fixed-term position (6 months) designed to ensure continuity of Acted operations in Uganda while supporting the structural transition towards an independent IMPACT operational setup.

The role is critical to maintaining operational stability, strengthening systems, and enabling a smooth and compliant transition from Acted to IMPACT.