Operations and Administration Officer Aba Roli

Call Title: ABA ROLI Operations and Administration Officer – Uganda
Theme:  Operations and Administration
Location: Kampala, Uganda
Contract Type:  Fixed Term Employment
Period of Performance: 12 months (possible renewal)
Anticipated start date: February 2025
Deadline: January 3, 2025

Organization Overview
The American Bar Association Center for Global Programs (ABA CGP) houses the international, externally funded work of the association—carrying out the fourth goal of the ABA: advancing the rule of law. ABA CGP is comprised of three entities: the Rule of Law Initiative (ROLI), the Center for Human Rights, and the Representatives and Observers to the United Nations.
For more than 30 years, and through our work in more than 100 countries, ABA ROLI has sought to strengthen legal institutions, support legal professionals, foster respect for human rights, and advance public understanding of the law and citizen rights. In collaboration with government agencies, the judiciary, lawyers, bar associations, legislatures, and civil society, we design programs that are responsive to local needs and that prioritize sustainable solutions to pressing rule of law challenges.

Position Overview
The Operations and Administration Officer manages office operations including finance, security, procurement, and human resources (HR) efforts to ensure compliance with local laws and ABA policy. The individual also supports oversight for procurement, administration, and compliance obligations of subaward partners from solicitation to close of award, ensuring subaward management is transparent and compliant with donor and ABA policies and procedures.

Responsibilities
Operations

1. Implement procurement, finance, security, and human resources policies and guidelines to support field office operations within the overall policies and procedures of ABA and donor organizations.
2. May be responsible for supporting HR matters (including onboarding, offboarding, HR training for the local staff, performance management, recruitment of long-term and short-term staff, staff complaints, etc.) in Uganda in adherence to local labor laws and ABA policies.
3. Oversees the drafting, executing, and management of contracts for consultants, and vendors.
4. Maintains local inventory report, including conducting an annual physical inventory.
5. Oversees and manages the development and implementation of office operations systems,   customs/shipping, event logistics, travel, mail, filing and records, procurement and IT,
6. Assists in acquiring necessary visas, accomodation, and residency approvals for staff and other participants.
7. Provides support in ensuring smooth operations by determining and procuring supplies for the office and training needs, office space, and equipment maintenance.
8. Organizes or manages, as needed, logistics for workshops, trainings, meetings, international and local consultants travel, including airline and hotel bookings
9. Collects quotes from vendors in the local market for goods and services, and prepares payment packages, as appropriate.
10. Manage all matters involving safety and security of personnel and property in accordance with ABA policies and local laws.

Sub-awards

11. Supports or manages subaward procurement and oversight (pertinent to administration and compliance) from solicitation to award close. This includes guiding the review process of applications for funding under solicitation rounds, collecting documentation of review from panel members, conducting risk assessments, training subrecipient staff, assisting subrecipients with internal controls, and working with selected subaward partners to refine and administer their subawards.
12. Performs site visits and audits as needed to assist subaward partners in financial management and reporting, ensuring compliance with relevant US Government (USG) policy.
13. Maintains a subaward tracking system to ensure correct execution of all grant agreements and subsequent subrecipient reports.
14. Strengthens subaward partner internal organizational capacity to align systems with donor reporting and other compliance requirements to enable partners to take on direct funding, which may include training of subrecipient staff.
15. Builds and maintains relationships with subrecipient organizational stakeholders, which may include staff, Director, and Board members
16. Maintains office records both physical and electronic copies, ensuring confidentiality of the said records. Is also responsible for maintenance of all hard and electronic copies of program files.

Required Qualifications

• Bachelor’s degree and 5 years of relevant experience.
• Experience of working in the US government-funded programs with demonstrated understanding of applicable regulations including CFR 200.
• Experience in operations and office administration.
• Ability to manage and oversee many subawards and/or subcontracts, including preparation of the solicitation, application review, negotiation, and awarding.
• Ability to maintain a subaward tracking system to ensure timely and correct execution of all grant agreements.

• Excellent organizational skills and ability to determine priorities and meet multiple deadlines.

• Experience working with civil society or local entities on issues related to development, democracy, and governance.

• Extensive understanding of U.S. government rules and regulations pertaining to subaward management and subcontracting.

• Demonstrated ability to manage multiple priorities with minimal supervision.
• Advanced organizational skills and attention to detail.
• Experience working with colleagues and partners remotely, including using videoconferencing and online collaboration tools such as Teams, Zoom, or SharePoint
• Ability to use discretion when working with confidential documents and information.
• Ability to operate efficiently while juggling multiple priorities.
• Excellent skills in Microsoft Office Suite.
• Fluency in local language and English.

Preferred Qualifications

• Graduate degree in finance, accounting, auditing, business administration, or other related field.
• Experience with USAID preferred.
• Experience of working in the US government-funded programs with demonstrated understanding of applicable regulations including CFR 200.
• Prior experience in the international development sector.
• Experience in human resources management.

NB : Female candidates are encouraged to apply.