This position provides high-level and confidential support to the Project Director and the Senior Management Team (SMT) and ensures smooth coordination of project programmatic information, logistics and technical support activities. The PSO’s primary accountabilities are:
* Coordinate and ensure effective and efficient provision of operations support which may include calendar management, team travel and expense management, meeting management, file and minutes management, etc. for the Project Director and the SMT.
* Coordinate logistics for global meetings with project staff, partners and stakeholders as well as MSH and USAID review meetings.
* Create, monitor and routinely update project staff, partners and USAID contact lists and listservs.
* Proactively coordinate meetings and manage internal and external communications, including preparing and editing correspondence, communications, presentations and other documents for the Project Director and the SMT.
* Consultant management including onboarding and invoice processing Collaborate with finance director on procurement activities as needed
* Support special projects as requested including desk reviews for occasional technical activities, work planning status monitoring, preparing SOPs etc.
Project Operations Support (60%)
- Serve as “first responder” for all issues related to operations support needs of the Senior Management Team (SMT), tapping into expertise of content area experts as needed.
- Support SMT for timely follow up of requests from corporate functions for information or action related to MSH policies and standards.
- Assist SMT and Project Director in workplan development, implementation, monitoring of program budgets and outputs/results of field programs.
- Support MTaPS special initiatives, including facilitating strategic initiatives, ensuring they are coordinated and appropriately resourced.
- Partner with the MTaPS Senior Management Team to leverage time and duties based on the shifting and growing needs of the program.
- Oversee and manage administrative and operational activities, ensuring the Program Director and senior management team is informed of upcoming events, commitments and responsibilities with appropriate and timely follow up.
- Act as liaison between MTaPS Senior Management Team and staff.
- Consultant management support, including onboarding and invoice processing
- Collaborate with finance director on procurement activities, as needed
- Help organize and monitor MTaPS’ multiple workstreams and commitments, including planning and monitoring commitments to overall MSH goals.
- Facilitating the delivery of key operational and technical support and ensuring MTaPS’ alignment with MSH’ internal operations.
- Support MTaPS interface with critical parts of MSH including Technical Services (GHSI), the Program Delivery Group, Business Development and Partnerships, Communications, Finance and office of the CEO.
Project Communications (10%)
- Provide support developing, drafting, and editing deliverables as needed, including quarterly progress reports, STTA reports, and other technical deliverables.
- Draft project briefs and reports, presentations, documentation and other communication materials and collaborate with management, program and communications staff in final development and production.
- Assist in preparing project management team presentations as requested.
- Ensure electronic archiving of SMT documents, including submission of documents to DEC or MSH’s Institutional Memory as needed
Donor, Partners, and Stakeholder Relations (10%)
- Coordinate across multiple teams and individuals for inputs and verification to ensure fast turnaround to USAID requests.
- Establish and maintain effective working and liaison relationships with MTaPS’ partners as well as external stakeholders.
- Follow up on contacts made by the Project Director and SMT and support the cultivation of ongoing relationships.
- Support new business development as appropriate.
Strategic Planning Support (10%)
- Support the planning process related to workplan development, implementation, monitoring of program budgets and outputs/results of field programs.
- Support MTaPS’ leadership in programmatic initiatives and communications.
- Act as manager for special projects within MTaPS; including strategic initiatives.
- Manage resource needs for special activities.
- Contribute to the development of key technical pieces and participate in relevant technical meetings related to overall MTaPS’ strategic planning
Travel, Event Coordination, and Misc. Support
- Develop and maintain internal project pending lists and meeting agendas.
- Create and administer executive and project meeting agendas as well as record, transcribe, and distribute minutes of meetings.
- Coordinate international staff coming to HO or domestic travel for project management team including hotel arrangements.
- Ensure that all travel arrangements are in compliance with USAID regulations and MSH procedures.
- Prepare Purchase Orders for project items to be procured in the US (plane tickets, equipment).
- Provide travelers with Memorandum of Engagement or Consultant Agreement (containing all travel details) prior to departure.
- Provide general support to project team members when traveling.
- Provide staff coverage as requested.
Other tasks as necessary.
Required: Bachelor’s degree
Preferred: Master’s degree
Required: BA with 4 years of experience supporting health or development projects or Master’s degree. Knowledge of US Government funded programs, regulations and requirements, preferred.
Preferred: Minimum of 4 years of demonstrated success and experience in project support and management is particularly relevant. Direct overseas project work experience strongly preferred. Demonstrated, relevant and related experience in project management. Experience in the management of USAID-funded activities. Understanding of USAID and field Missions; USG audiences, trends and requirements. Experience editing reports and preparing presentations.
Knowledge and Skills
- Strong analytical and organizational skills demonstrated by ability to work both independently and within a team.
- Requires strong conceptualization, facilitation, and planning skills.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly.
- Successful experience working in a home office environment.
- Strong interpersonal skills, written, and oral presentation skills. Excellent cross-cultural communication and active listening skills.
- Proficiency in French preferred.
- MSH Core Competencies: Information Sharing, Managing and Measuring work outputs, Negotiating, Priority Setting, Business Acumen.
- Demonstrated ability to succeed in a dynamic and fast-paced business development environment.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
- Demonstrated ability to assess priorities and manage a variety of activities with attention to detail.
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.
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.
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.
Health Service Delivery
MSH combines extensive public health expertise, proven service delivery approaches, and evidence-based interventions in five critical areas:
- HIV & AIDS
- 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.
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.
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.