Business Operations Manager

Vacancy name:  Business Operations Manager

Region: Uganda   Hours: 40hrs a week

Reports to:  Country Advocate In-Charge and Finance & HR Director (Functional)

Positions: 1

Application Deadline: 3rd April, 2024

ABOUT JUSTICE DEFENDERS

Picture this: an overcrowded and under-resourced prison full of men, women, or even children who have not been found guilty. This is the case for three million people around the world currently affected by the excessive use of pre-trial detention.

In many countries, suspects are detained in prison almost automatically once they are arrested. Whatever the offence. Some, yes, are guilty. Many are poor and unjustly targeted. At Justice Defenders, we want to see justice served; it’s vital for all of us. What we don’t want to see is people filling our prisons simply because there was no one to equip them to fight for justice.

Justice Defenders is a registered UK charity and US nonprofit. Founded in 2007, we work across Africa, training incarcerated people and prison officers to become paralegals. Our 35 prison-based legal offices in Uganda, Kenya and The Gambia are run by more than 300 paralegals. By equipping justice defenders to facilitate a just legal process, we help ensure a fair hearing at the point of greatest need. As everyone deserves the right to tell their story.

JOB CONTEXT

The Justice Defenders Uganda office is  looking for a Business Operations Manager, under the guidance and supervision of the will  Country Advocate In-Charge and Finance & HR Director (Functional)  will play a pivotal role in overseeing and optimizing the financial, human resources, and operational functions within the Country office. This position requires a seasoned professional who can strategically manage resources, streamline processes, and drive efficiency across various departments. The ideal candidate will possess a strong understanding of finance, HR principles, and operational strategies to ensure the smooth functioning of the organization’s Support operations.

YOUR RESPONSIBILITIES

Responsibilities:

Financial Management:

• Develop, implement and monitor financial strategies, budgets, and forecasts in alignment with organizational goals and strategies. This includes donor budgets.
• Monitor financial performance, analyze variances, and initiate corrective actions as necessary.
• Ensure compliance with accounting standards, regulatory requirements, and internal policies.
• Compile financial reporting, including management accounts, donor reports, statutory financial statements, cash flow reports and any other reports required by management and donors in a timely manner.
• Identify opportunities for cost reduction and Cash Flow management.
• Ensure accurate and timely preparation of financial transactions and payment processing within budgetary constraints, including petty cash management.
• Establish and maintain a comprehensive filing system for all financial documents, conduct monthly bank reconciliations, and update financial records in QuickBooks.
• Facilitate statutory tax remittances and payments, including PAYE, NSSF, and LST, to ensure compliance with legal obligations.
• Oversee asset management to optimize resource utilization
• Lead and prepare for both internal, external and donor audit

Human Resources:

• Lead HR initiatives, including recruitment, onboarding and offboarding, training, and performance management.
• Develop and implement HR policies, procedures, and employee relations strategies.
• Ensure compliance with labour laws, employment regulations, and company policies.
• Foster a positive work culture, employee engagement, and talent development.
• Handle employee grievances, disciplinary actions, and conflict resolution.
• Manage the human resources information system
• Manage employee exit 
• Oversee payroll operations

Operations Management:

• Streamline operational processes to improve efficiency, productivity, and quality.
• Coordinate with department heads to optimize workflow and resource allocation.
• Implement systems and tools to enhance operational performance and decision-making.
• Monitor key performance indicators (KPIs) to track operational metrics and goals.
• Identify areas for process improvement and implement best practices.
• Oversee procurement  and general admin management
• Oversee implementation of IT systems 

Cross-Functional Collaboration:

• Collaborate with senior management to develop strategic plans and business objectives.
• Oversee finance, HR, and operational teams to ensure alignment with organizational goals.
• Facilitate communication and coordination across departments to drive synergy and cohesion.
• Provide leadership and support for cross-functional projects and initiatives.

Risk Management and Compliance:

• Identify operational risks and develop mitigation strategies to safeguard the organization.
• Ensure compliance with legal, regulatory, and ethical standards across all functional areas.
• Monitor internal controls, audits, and risk assessments to maintain a robust governance framework.
• Implement policies and procedures to minimize exposure to financial, legal, and reputational risks.

YOUR PROFILE

Qualifications and Experience

The ideal candidate for this role would possess a combination of skills, qualifications, and personal attributes to effectively manage the diverse responsibilities of Finance, Human Resource, IT, Communications and operations. The person profile may include:

• Should hold Bachelor’s degrees in finance, Accounting or its equivalent.
• Must be a qualified and registered Certified Public Accountants (CPA), or ACCA.
• Experience in general operations management of support functions
• At least five(5) years experience  in  finance and leadership  
• Experience with multiple donor-funded projects is highly desirable.
• In-depth knowledge of HR policies, procedures, and best practices, with a strong understanding of employment laws and regulations.

Key competencies and abilities

• 
  Strong understanding of financial principles, accounting standards, and regulatory requirements.
• Proficiency in financial analysis techniques, including variance analysis, cost-benefit analysis, and financial modeling.
• Experience in budgeting, forecasting, and financial reporting, with the ability to interpret financial data to support decision-making.
• Strong leadership abilities with the capacity to motivate and inspire teams to achieve objectives.
• Excellent interpersonal and communication skills, both verbal and written, with the ability to effectively engage with stakeholders at all levels.
• Proven track record of building positive employee relations and fostering a collaborative work environment.
• Strong problem-solving skills with the capacity to implement effective solutions.
• Attention to detail and accuracy in managing financial records, HR documentation, and compliance requirements.
• Excellent knowledge of QuickBooks Online and excel
• High ethical standards and integrity 
• Commitment to promoting diversity, equity, and inclusion in the workplace

Like to apply?

Applications should be received by the stipulated deadline. Please note that only short listed candidates will be contacted.