MAIN PURPOSE OF JOB
The Operations Specialist (OS) provides program management, administrative, procurement, and logistical support for the MTaPS Philippines field office under the supervision of the Finance and Admin Manager.
This includes two primary areas of focus: 1) program management support (communications, coordination, travel); and 2) regulatory and contractual compliance management. The OS aids the MTaPS Philippines team, especially the technical unit by helping in the planning, implementing and monitoring of technical activities as needed and appropriate. The OS also assists the Finance and Operations unit of the MTaPS Philippines in local benefits administration, procurement, and advising and coordinating actions, as needed, with the technical unit, finance and operations unit, Regional Management unit (RMU) and Project Management Unit (PMU).
Internally, the OS is responsible for the efficient organization and functioning of project activities, ensuring prompt and seamless communication and follow-up as needed with country/project teams in the US. Externally, the OS ensures communications and follow-up with key personnel in finance, administration, long term service providing vendors and other parties related to activity implementation.
The OS works as part of the MTaPS Philippines field team to facilitate overall project operations, including logistic support to technical team in organizing activities, as well as support to organize and execute consultant agreements, contracts and procurements on behalf of the project.
MAIN DUTIES AND RESPONSIBILITIES
Project Management & Technical Support 40%
Assist Country Project Director, Technical Director, Senior Technical Advisers and other members of the technical team in tracking and implementing project activities.
Assist in coordinating activities within the operations team; across the technical and operations teams; and between the field office, regional office and home office in the areas of project support, procurement and administration.
Maintain necessary communication between the field office, regional office, home office, and other stakeholders for smooth arrangements of project support, procurement, logistics, international travel, security, human resources and other relevant issues.
Coordinate work planning process and quarterly reporting, and track work assignments and implementation tracker.
Orient and assist MTaPS staff in preparing for or undertaking activities in the field (travel, security, documentation, and activity logistics).
Maintain a library of reports and technical resources related to the activities undertaken, including institutional memory.
Determine, in conjunction with teams, the key stakeholders for meetings based on awareness of issues to be discussed and activities to be pursued.
Review each week’s meetings in advance and anticipate need for preparation and gathering of background materials.
Gather agenda items and supporting documents and prepare and distribute agenda.
Prepare necessary in-country and international travel authorizations
Schedule, organize, and support meetings, calls, and appointments, including electronic conferencing and videoconferencing facilities.
Prepare minutes and meeting reports where necessary.
Logistical, Procurement & Training Functions 40%
Manage activities related to project support, including anticipating logistic, procurement, budgetary, technical and strategic needs of the project both at the central level and in the field.
Coordinate logistics for all Project events and requested services including reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation results and maintaining any necessary records.
Attend to and escalate issues related to IT, corporate mobile phone usage/entitlement, and other staff concerns if and when needed.
Maintain up-to-date accessible and organized electronic databases, documents and spreadsheets including contacts lists and project information, including Institutional Memory and Google Docs.
Provide training to new staff members, as needed and requested
Assist with procurement, vendor accreditation and maintenance of vendor database
Handle necessary procedures when referring to procurement for office supply and/or equipment or as required.
Maintain project inventory and physical tagging of assets
Manage the main operations (receipt & issue) of the stationery and office supply stores and inventory of office items and ensure proper use.
Search and provide information on transportation schedule; compile the best routes, taking into account staff requirements
Miscellaneous 20%
Process requirements for new and incoming staff and consultants (initial or updating of registration to government agencies, payroll requirements, insurances, APE, hospitalizations, contracts)
Update records for staff’s compliance to local labor and occupational safety and health laws
Update employee 201 files
Update of leave monitoring
Comply with mandatory courses or trainings issued by MSH and local regulatory bodies
Required Minimum Education
Required: Bachelor’s degree in business administration or any other field required.
Required Minimum Experience
Required: 2 years of related experience required (logistics, office and activity management, and finance/procurement; experience working with an international team, a plus).
Preferred: 4 years of related experience. One to three years’ experience in a related position with increasing levels of responsibility including project support and/or activity management. Understanding of and experience in managing diverse project demands and all project matters. (USAID funded project experience preferred).
Knowledge and Skills
Strong ability to communicate clearly and concisely in English, both orally and in writing.
Ability to work collaboratively in a complex, high pressure and diverse work environment with many deadlines both as a member of a team and autonomously.
Excellent computer skills including Microsoft Office Suite applications, including Word, Excel, PowerPoint, Outlook and Internet research.
Programmatic/activity management and interpersonal skills, including ability to learn complex program procedures
Excellent writing, organizational and communications skills including organizing, scanning and summarizing information.
Demonstrated prioritization, organization, planning, time-management, and problem-solving skills. Excellent time management and multi-tasking ability.
Competencies
Highly self-motivated with demonstrated ability to be proactive.
Experience working with teams to achieve results as well as ability to work independently, take initiative, and use good judgment.
Demonstrated competence in strategic management, to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality.
Tact and ability to work effectively with others at all levels, both internally and externally.
Ability to collaborate effectively with colleagues from a broad range of nongovernmental, governmental, and international organizations in client countries.
Physical Demands : Keyboard use, pulling drawers, Lifting papers <10lbs.
MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.
