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Senior Operations Specialist US NGO Jobs - Management Sciences for Health (MSH)


Organisation: Management Sciences for Health (MSH)
Duty Station: Kampala, Uganda
Reports to: Procurement and Operations Manager

About US:
Management Sciences for Health (MSH) is a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services.

Job Summary:  The Senior Operations Specialist is responsible for supporting the smooth operation of technical efforts and field activities of UHSC by providing administrative, operational, and logistical support to technical activities. She/he will be responsible to support the day-to-day operations and administrative management of the UHSC activities. The Senior Operations Specialist has primary responsibility for ensuring that MSH operations in Uganda are functioning efficiently and effectively and aligns to support attainment of project results and client expectation. This position will work closely with the Procurement and Operations Manager and other teams on key office functions including general operations, procurement of goods and services, office administrative support, day to day management of project assets inclusive of spear heading the processes that results into the transfer property/assets to respective recipients. S/he will participate and support the UHSC Project close out activities in line with MSH standards and procedures.

S/he ensures administrative management and program support are conducted according to MSH policy, MSH standard operating procedures and donor regulations and good business practices. S/he must complete tasks maintaining high standard with quality. S/he will contribute to achieve project targets.

Key Duties and Responsibilities: 
Procurement Support
  • Handle the procurement for goods and services in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
  • Process the purchase of services for motor vehicles maintenance and repairs
  • Liaise with the transport office to coordinate required vehicle hire purchases where available fleet is not sufficient and ensure timely requests and solicitations
  • Receive approved Purchase Requisitions (PR) for procurement of goods and services; track all PRs; identify sources, collects quotes in country, select and negotiate with the vendors, handling all processes required to issue Purchase Order until final vendor payment.
  • Maintain the procurement tracker, recording complete purchase requests and updating it with status of the procurement status for the requested services, ensuring it has up to date information by every Friday of the week.
  • Ensure that vendors are paid timely in line with the agreed terms and standards in place. Ensure vendor payment requests / invoices are submitted timely and fixed cost orders are tracked and ensure that supplies are within the issued order periods, costs and quantities.
  • Verify delivered items in line with Purchase Order quantities and quality (specifications) working with the respective purchasers and respective technical persons
  • Support procurement process documentation particularly during procurement committee deliberations
  • Undertake special initiatives as required within his/her competencies.
Operations
  • Coordinate the timely and necessary administrative and operational support in implementation of technical activities, and ensure those are in compliance with MSH and USAID standards.
  • Ensure MSH offices and facilities are safe, efficient, and appropriate working environment for all staff.
  • Ensure the appropriate safety and security precautions are in place in MSH offices and vehicles.
  • Participate in routine admin/operations team meetings
  • Coordinate and collaborate with the teams to achieve resolution of pending operations issues, questions and operations support requests.
  • Maintain minimum Office Petty Cash ensuring cash count reconciliation at least once a week.
  • Maintain a thorough knowledge of all MSH Standard Operating Procedures, and ensure the procedures are followed by the UHSC Program staff.
  • Maintain a complete record of UHSC assets and inventory, and ensure the property is maintained in accordance with MSH and donor regulations. Organize the UHSC inventory annual and spot verification and control.
  • Ensure the office has adequate stock of equipment, office supplies, water, etc.
  • Support the different stages of project closeout and the implementation of the close out process
Assets Management
  • Support the transfer of ownership of motorcycles and motor vehicles form MSH/USAID to the respective beneficiaries (IPs & Government of Uganda)
  • Follow up the filing of insurance claims until settlement, working with Insurance brokers /companies
  • Support the project close out activities
  • Assets management maintaining and updating the asset register ensuring new items details are recorded, tagged and updating the register with movement of the respective items.
  • Preparing equipment transfer files and maintaining them to completeness with fully signed agreements and documents of transfer of documents using available templates, ensuring the respective details.
  • Supporting regular assets verification both at MSH and MoH


Qualifications, Skills and Experience: 
  • The ideal candidate for the Management Sciences for Health (MSH) Senior Operations Specialist job should preferably hold a Bachelor’s Degree in Business Administration, Procurement and Logistics, or any related field.
  • Three to four years of relevant administrative and operational experience in supporting teams of professionals.
  • Strong administrative, organizational, and writing skills and able to work well under pressure.
  • Familiarity with procurement processes, travel logistics and event planning.
  • Experience with US government donor projects.
  • Demonstrated organization, planning, time-management, and problem-solving abilities.
  • Ability to work flexibly and collaboratively in a complex Program and in a diverse multi-cultural team environment.
  • Ability to work independently and to excel at operating in a fast paced, health environment.
  • Ability to carry out independent work, take initiative, be responsible, maintain can-do attitude and use sound judgment.
  • Excellent interpersonal and communication skills. A demonstrated commitment to high professional and personal ethical standards.
  • Demonstrated competence to set and assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
  • Excellent computer skills, knowledge of MS Office Suite applications including Word, Excel, and other applications.

How to Apply:
All candidates who wish to join Management Sciences for Health in the aforementioned capacity should apply online at the link below.


For more of the latest jobs, please visit http://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline




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