Operation Specialist

  • Mid-level, Full-time staff position
  • Posted on 17 June 2019

Job Description

Overview

Management Sciences for Health is recruiting an Operations Specialist on the USAID-funded Medicines, Technologies, and Pharmaceutical Services (MTaPS) Program.

The 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 accurate procurement and Administration contract and procurement support, comply with MSH finance, procurement and administrative MSH procedures and actively support any internal and external audits as needed and work closely with the Director, Finance & Operations to identify internal control areas that need to be strengthened.

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. It includes the area of Purchase Requisition review, provides guidance for developing event budget, per-diem calculation, record keeping, organizing workshops, training events, seminar and meetings (inside and outside of the office) with counterparts and stakeholders on project activities.

S/he responsible for arranging all events by anticipating project needs, discerning work priorities, and meeting deadlines with close supervision of multiple project events under the guidance of Procurement and Operations Manager and in coordination with program team.

Specific Responsibilities

General Responsibilities (15%)

  • Develop and execute responsive and appropriate for office management, local procurement, and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
  • Ensure that all MSH in-country projects receive equitable, effective, timely, cost-effective, and high‐quality operations and administrative support to all MSH in-country projects, in full compliance with local laws and available resources, and in an environment with adequate internal controls, adherence to contract/award regulations, MSH policies and standard operating procedures.
  • Participate in routine admin/operations team meetings
  • Coordinate and collaborate with the F&A Director, Country Project Director, to achieve resolution of pending operations issues, questions and home office operations support requests.
  • Prepare/Collate accurate & complete documentation relating to Mobile money to staff, participants and beneficiaries for approval.
  • Maintain minimum Office Petty Cash ensuring cash count reconciliation at least once a week.

Operations (25%)

  • Manage purchase of commercial good and services in accordance with MSH and donor requirements.
  • Assist Director Finance and Operations to conduct regular and thorough risk assessments in country, and to monitor success of risk mitigation and risk control activities.
  • Ensure that systems are in place to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements, and comply with MSH policies and standard operating procedures.
  • Ensure staff and vendors are paid timely in line with the agreed days of the week.
  • Receive and review approved advance requests, invoices, travel expense forms (TEFs), advance reconciliation forms and other payment requests ensuring documentation is complete as per defined checklist

Security Management (15%)

  • Ensure compliance with the MSH Uganda Security procedures
  • 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.

Fleet Management (10%)

  • Oversee insurance, inspection, registration and operations for all MSH vehicles in country.
  • Monitor vehicle maintenance
  • Analyze and monitor vehicle and fuel usage and standards and report on any issues
  • As may be required, schedule use of fleet as per MSH policies.
  • Oversee and ensure engagement of transportation service for in-country travel arrangement for staff member, visitors, and consultants is in line with MSH policy and procedures for renting vehicles; create and monitor vehicle logbook of rented vehicles

Logistics and Travel (10%)

  • Remain up-to-date with Donor and MSH rules and regulations
  • Ensure relevant local laws and regulations of the country are respected including timely remittances of mandatory deductions to government bodies like internal revenue authority and social security funds.
  • Arrange domestic and international air tickets; provides support for visa processing; provides transport and accommodations bookings; prepares invitation letter for national & international staff and STTA, local consultants, and in processing required authorizations for International Travel.

Procurement Support (25%)

  • Working with the Uganda team, handle field office purchases when required; receive approved Purchase Requisitions (PR) for procurement of goods and services; tracks all PRs; identify sources, collects quotes in country, select and negotiate with the vendors.
Qualifications and Experience

Education:

Required:

  • Bachelor’s degree in accounting, business administration or a similar field

Preferred:

  • Master’s degree in Business Administration or Accounting

Experience:

Required:

  • 4-6 years experience with a Bachelor’s degree; or 1-2 years of experience with a Master’s in an independent administrative and accounting position with advanced bookkeeping responsibilities.

Preferred:

  • Experience in working with donor-funded projects and general understanding of their rules and regulations.

Knowledge and Skills:

  • Work experience with projects supported by international organizations.
  • Proficient in Excel preferably advanced level.
  • Experience with organizing workshops and training courses.
  • Experience in the procurement
  • Experience developing and interpreting standard financial reports (Balance Sheet, Income Statement, Cash Flow) and creation of Journal entries required.
  • English proficiency required
  • Excellent communication skills.

Competencies:

  • Ability to work independently, prioritize tasks, and meets deadlines.

Physical Demands:

  • Travel requirements, keyboard use, pulling drawers, lifting papers <10lbs.

About the Organization

Management Sciences for Health, an international nonprofit organization, is dedicated to closing the gap between what is known and what is done about public health problems. MSH saves lives and improves health by helping public and private organizations throughout the world to effectively manage people, medicines, money, and information. Working from more than 30 country offices and our US headquarters, our staff from 65 nations is highly regarded for its technical expertise, integrity, and commitment to making a lasting difference in health.

Management Sciences for Health (MSH) is a nonprofit international health organization composed of more than 2,000 people from 73 nations. Their mission is to save lives and improve the health of the world’s poorest and most vulnerable people by closing the gap between knowledge and action in public health. Together with their partners, they are helping managers and leaders in developing countries to create stronger management systems that improve health services for the greatest health impact.


EXPERTISE


MSH takes an integrated approach to building high-impact sustainable programs that address critical challenges in leadership, health systems management, human resources, and medicines. Simply put, they support stronger health systems for greater health impact.


Their expertise in these areas falls into the broad categories of management functions—for example, leadership and governance or pharmaceutical management—and health areas like tuberculosis or maternal, newborn, and child health. They apply their expertise by

  • Partnering with governments, local organizations, and communities in developing nations to build their own capacity for long-term health impact;
  • Providing global leadership in critical areas of health management and health care delivery;
  • Bringing the best of MSH from around the globe to the people we serve, working as One MSH with a focus on lasting health system improvements.

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Leadership, Governance, & Management

They work with in-country partners to build stronger health systems to improve:

    • the management and leadership of priority health programs, health organizations, and multisectoral partnerships such as The Global Fund to Fight AIDS, Tuberculosis and Malaria, developing a critical mass of managers at all levels of the health system who can lead and inspire teams to achieve results;
    • the management systems of health organizations in the public and private sector, transferring practical approaches and skills to ensure that management structures contribute to sustainable organizational success;
    • the governance and management of health organizations and multisectoral partnerships, facilitating change and transferring knowledge to enable organizations to administer their resources efficiently and scale up their services.

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Health Service Delivery


MSH combines extensive public health expertise, proven service delivery approaches, and evidence-based interventions in five critical areas:

    • HIV & AIDS
    • Tuberculosis
    • Maternal, newborn, and child health
    • Family planning and reproductive health
    • Other communicable diseases, including malaria and pandemic and avian influenza

Human Resources for Health

MSH helps governments develop multisectoral strategies and policies to plan and manage their health workforces. We use a comprehensive approach that addresses all the facets of human resources for health needed to achieve an adequate supply of well-trained and motivated health workers. MSH offers capabilities in leadership, human resource management, education, partnerships, policy, and finance to achieve these goals.


Pharmaceutical Management


Vital to our success is a participatory approach to project design and implementation, which cultivates broad-based support from all stakeholders. We also build and improve infrastructure and local capacity to effectively purchase, store, deliver, and use quality essential medicines.

Health Care Financing


MSH helps governments and NGOs assess their current financial situation and systems, understand service costs, and develop initiatives to use existing funds more effectively and generate additional revenue—all with the goal of supporting a nation’s health priorities.

Health Information


MSH has developed proven methods for rapidly strengthening the analysis and use of existing health data—normally at the province, district, and facility levels—without revising existing recording and reporting requirements. With an emphasis on learning through action, district teams undertake assessments of health services, identify gaps in performance, and design solutions to support better decision-making and, therefore, better management of improved services.


MSH has worked closely with the Health Metrics Network of the WHO to develop a comprehensive approach for enhancing the performance of health information systems and data by employing a practical, strategic planning process that can be carried out by national working groups.

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