NGO Fresher Jobs – Public Sector Operations Officer at Marie Stopes International

Organization: Marie Stopes International
Duty Station: Kampala, Uganda
Reports to: Head Public Sector Support
About MSI:
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
Job Summary: The Public Sector Operations Officer will
be responsible for ensuring the effective administrative and financial
oversight of all outreach activities with a specific focus on: effective
management of stock; accuracy of records; appropriate documentation of all
financial transactions and reconciliations; and administrative reporting.  S/he is responsible for developing,
monitoring and implementing effective systems that enable the efficient
management in accordance with MSI Uganda and USAID policies and guidelines. He
/s he will support functions necessary for the day to day operations of the
Dedicated Service Providers, ensuring support requests are addressed in a
timely manner. The DSP Operations Officer will use his or her excellent
knowledge of LTM Programme operations to be proactive in resolving challenges
to ensure the most effective use of resources and uphold compliance.  S/he will sustain collaborative relationships
with all Dedicated Service Providers and MSI Uganda team members to drive value
for money and coordination. The Operations Officer is expected to travel
nationally and regularly attend DSP performance management meetings.
Key Duties and
Responsibilities: 
1. Lead the efficient and effective stock management for Dedicated
Service Providers:
  • Keenly
    verify and track orders for stock and other supplies for Dedicated Service
    Providers, ensuring that the correct quantities are ordered, distributed
    and recorded as per agreed forecasts.
  • Make
    sure that commodities are procured at a competitive price and according to
    MSI Uganda and USAID procurement guidelines.
  • Ensure
    appropriate reconciliations of all stock delivered to Dedicated Service
    Providers, including reviewing appropriate management of stock cards,
    triangulation of data with service delivery and other records, and agreed
    implementation plans.
  • Provide
    the Head Public Sector Strengthening with accurate, relevant and
    comprehendible data and analyses to inform work plans/budgets.
2.  Lead the Effective Management
of All Financial Documentation for the DSPs:
  • Provide
    documentation to support Dedicated Service Providers to efficiently manage
    all cash and financial transactions, ensuring full compliance with all
    policies.
  • Ensure
    all appropriate documentation for the DSP Team expense advances and
    reconciliations (including per diem) are submitted correctly, in time and
    in full compliance with all policies.
  • Provide
    feedback to Dedicated Service Providers on financial expenditures, and
    proactively identify areas for improvement and improved accurate
    documentation.
  • Ensure
    all Dedicated Service Providers receive training on appropriate financial
    and administrative documentation of all activities; and ensure that all
    individuals have appropriate tools and forms needed for documentation.
3. Lead in provision of accurate and timely reports and improved
coordination
  • Coordinate
    with Dedicated Service Providers to produce and analyse monthly
    performance dashboards and circulate to Head Public Sector Strengthening,
    the SMT, and COP.
  • Develop
    tools and generate regular reports to track progress against
    recommendations for quality and operations improvement identified through
    dashboards, reviews, QTAs and other supervision reports.
  • Ensure
    activity work plans and reports are effectively circulated to all
    Programme Operations teams as appropriate to ensure effective coordination
    of activities.
  • Technically
    support DSP Cluster Leads to organise Cluster meetings, including
    appropriate documentation of all meetings, action points, and progress
    against action points from previous meetings.
  • No
    stock-outs of supplies for DSPs
3. Accurate and timely submission of advance requests and
reconciliations for all Dedicated Service Providers:
  • Correct
    per diem reconciliation forms to Head Public Sector Strengthening for
    review and approval, and appropriate validation of reconciliation requests
  • Accurate
    and timely reporting by all Dedicated Service Providers
  • Ensure
    accurate and accessible records of all Outreach activities
  • Provide
    effective team support and coordination
Qualifications, Skills and
Experience: 
  • The
    applicant should hold a Degree in Business Administration or related
    discipline or equivalent experience                                                                                                          
  • Past
    experience providing excellent administrative support in a fast-paced
    business environment
  • Working
    knowledge of Microsoft Office applications including MS Excel, Word and
    PowerPoint required
  • Excellent
    verbal and written communication skills
  • Keen
    attention to details, ability to spot inconsistencies in reports and data
  • Experience
    editing written communication
  • Possess
    the ability to work well with others in team environments, build consensus
    and drive change
  • Ability
    to work in deadline driven environment with competing deadlines
  • Highly
    organised and able to multi-task
Personal Competencies:
  • Attitude / Motivation: Successful performance at MSI is not
    simply defined in terms of ‘what’ people achieve, but equally is about
    ‘how’ people go about their jobs and the impact that they have on others.
  • Initiative: Thinking ahead and taking action to
    make the most of opportunities by finding the optimum solution
  • Innovative: Thinking creatively and outside of
    the box so that ideas generated create a positive outcome
  • Effective Communication: Communicating through active
    listening and good questioning techniques, using appropriate body
    language, ensuring information is clear and concise.
  • Responsive: Being responsive to changing
    priorities and demands
  • Working Efficiently: Planning, prioritising and
    organising work to ensure work is accurate and deadlines are met
  • Sharing Information: Sharing information and knowledge
    whilst maintaining confidentiality
  • Focus on Learning: Taking responsibility for keeping
    knowledge and skills updated and for seeking opportunities to develop
    further
  • Commitment: Awareness and understanding of goals,
    vision and values and how your role impacts on this and going the extra
    mile to meet role requirements
  • Driven: Drive and determination to deliver results
  • Accountable: Taking responsibility for appropriate
    decisions that you make, and the actions and behaviour you demonstrate
  • Embracing Change: Openness to embracing change within
    the organisation and being able to adjust plans/activities accordingly
  • Motivated: Motivation towards achieving quality
    results to maximise potential
  • Team Player: Working as part of a team by being
    supportive, flexible and showing respect for each other
The Public Sector Operations
Officer is required to demonstrate MSI Uganda’s core values of:
  • Accountability
    of all staff to each other and our clients and stakeholders
  • Equality
    of opportunity and access
  • Value
    for money in the management of our resources
How to Apply:
All candidates who wish to
join Marie Stopes are strongly encouraged to send an updated CV and cover
letter via email to: vacancies@msiu.or.ug
NB: Please do not attach transcripts
Deadline: Friday 12th June, 2015
by 5pm

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