Operation Manager Employment Placement – Management Sciences for Health (MSH)

Organisation: Management Sciences for Health (MSH)
Duty Station: Kampala, Uganda
Reports to: COMU Director
Job ID: 13-8868
About MSH:
Management
Sciences for Health (MSH) is an international non-profit health organization
composed of nearly 2500 people from more than 74 nationalities working in over
50 countries. Our 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 our partners, we are helping
managers and leaders in developing countries to create stronger management systems
that improve health services for the greatest health impact.
Job Summary: The Operation Manager takes overall leadership and
manages MSH’s country operations specifically overseeing the day-to-day
management of security, transport, ICT, facilities and inventory services for
MSH Uganda. The incumbent will mainly be responsible for, but not limited to,
ensuring that the above operations services are functioning efficiently and
effectively, and aligned to support attainment of project results and client
expectations.
Key Duties and Responsibilities: 
1. Operations;
  • Provide oversight on all operations
    functions, including transport, security, IT and facilities.
  • Oversight of country office and project
    inventory in accordance with USAID regulations, cooperative agreement
    requirements, MSH policy and other donor regulations when necessary.
  • Coordinate with relevant MSH project staff to
    ensure effective and efficient support to projects
  • Function as an active member of the COMU
    Team, participating in COMU meetings, providing updates, acting on
    decisions in a timely manner.
  • Draft SOPs for review and approval by the
    COMU Director.
  • Render support to staff to understand and
    implement SOPs, rules and regulations
  • Manage and supervise unit leads
2. Facilities:
  • Ensure a safe and conducive physical office
    environment for MSH Uganda. Ensure that furniture and equipment is
    adequately allocated to staff to support performance of their duties.
  • Ensure proper office maintenance services
    such as cleaning, repairs, utilities, generators, reviews invoices and
    payment requests from providers of such services
  • Ensure that inventory is managed according to
    rules and regulations and that complete inventories of equipment are
    maintained and reported for all projects in accordance with MSH policies
    and respective donor regulations. Establish system to ensure safe keeping
    and usage all in-country property under MSH stewardship, including proper
    insurance of assets. Coordinate dispositions as approved.
  • Ensure proper maintenance of office furniture
    and equipment, liaising with maintenance contractors.
  • Work closely with the COMU Director to
    maintain overall office security; safe keeping of office keys, and address
    ALL issues concerning the security of staff in the offices. Be the main
    contact with external security companies and coordinate their activities,
    including monitoring their contracts. S/he is a member of the security
    team
  • Work in liaison with the COMU Director, serve
    as the primary liaison with the property manger and/or landlord to resolve
    outstanding issues. Responsible for maintaining lease/rental agreement,
    refurbishment, maintenance and upkeep of office space, both at the Kampala
    central office and in district locations.
  • Coordinate and ensure a conducive environment
    for holding internal and external workshops and trainings that take place
    at MSH premises. Take the responsibility to prepare timelines towards all
    major workshops and event and distribute to key relevant staff members assigned
    to handle the activities.
  • Ensure efficient usage of office supplies,
    including stationary and other supplies, by developing systems for
    ordering, monitoring and reporting
3. Security: As a member
of the security committee and focal person for internal security, the incumbent
will;
  • Protect company’s property and staff by
    maintaining a safe and secure environment
  • Maintain office security by conducting
    physical security inspections of facilities, including entry control;
  • Co-ordinate with local authorities (police,
    military, political and humanitarian) and counterparts
  • Significantly contribute to the
    implementation and evaluation of the effectiveness of the security plan;
  • Ensure that fire detection devices and
    fire-fighting equipment are available on the premises; coordinate and
    conduct fire drills and training as necessary
  • Supervise and manage third party service
    providers, including the security guard services
  • Assess prevailing local security conditions,
    identifying security trends and advising management
  • Maintain continuing lines of reporting and
    communication with the Security Service Division; Prepare security
    reports, updates and conduct briefings, as required; Report and
    investigate security-related incidents involving MSH staff members
4. Transport and
Logistics:
  • Provide senior-level leadership and
    direction, coordinating with other project staff to ensure that project
    expectations are met, cost are controlled and fleet is well maintained and
    the appearance of our drivers, and vehicles are up to our standards.
  • Ensure that the Fleet and facilities units
    provide a customer service / client oriented service which is seen to add
    value to all Projects/Programs
  • Ensure proper planning and management of
    staff travels, both local and international, including hotel reservations,
    purchasing of tickets, drop-off and pick-up at the air port and organize
    local travel, all other associated matters and ensure these are made in
    accordance with MSH policies and procedures
  • Ensure efficient management of the transport
    services, including vehicle fleet management, transport scheduling and
    records management.
  • Responsible for logistics for STTA staff and
    consultants, workshops and meetings to ensure smooth and timely
    implementation, according to established MSH and donor policies and
    procedures.
  • Responsible for the security and safety of
    MSH vehicles and their occupants
  • Keenly analyze fleet management data and
    submit weekly reports for review by the COMU Director
  • Give guidance on best way to manage fleet
    effectively and efficiently
5. General:
  • Actively participate in risk register
    implementation, and take proactive steps to mitigate risks within
    operational functions
  • Directly mentor and supervise the Transport
    Officer and the Facilities Officer, and be accountable for their
    performance management (including regular results, check-ins, formal
    appraisals, supportive supervision, rewards, training, coaching and career
    development support)
  • Ensure actions are governed by the highest
    standards of personal and business conduct as stipulated in policy
    guidelines.
  • Contribute to maintaining teamwork,
    discipline sound work relationships and productivity
  • Ensure that unit staff do charge their time
    to the different Programs/Projects/Country Office in a manner which
    accurately reflects their level of effort.
  • Ensure timely submission of required
    administrative reports and other information as needed to the COMU
    Director, Project Director(s), the country Operations Support Team (OST),
    Centers, projects, or corporate offices.
Qualifications, Skills and Experience: 
  • The applicant should hold an advanced
    University degree in Business studies, management or related field
  • A minimum of five years’ experience in
    Administration or operations management with International Donors program
    funds
  • Previous exposure and experience managing
    USG-funded programs with significant operations management experience,
    preferably in Uganda with regional field experience, strongly preferred.
  • Familiar with compliance to USAID Rules and
    Regulations governing Operations Federal Acquisitions Regulations
  • Strong leadership, mentoring, management,
    planning, analytical and organizational skills demonstrated by agility,
    ability to work both independently and within a team, assess priorities,
    and manage a variety of activities with attention to detail, analysis and
    reporting, analysis and responsiveness.
  • Proven leadership and capacity in negotiation
    and conflict management.
  • Significant experience in the provision of technical
    assistance to staff, organization and training
  • Excellent analytical, oral and written
    communication skills with fluency in English.
  • Computer literacy i.e. proficiency with
    computer programs such as Excel, access and other web-based systems
  • Respectful and ability to pay attention to
    detail
  • Proven high level of integrity
  • Ability to work on own initiative/proactive
    attitude
How to Apply:
All
suitably qualified and interested candidates who wish to join the Management
Sciences for Health in the aforementioned capacity are encouraged to Apply
Online by clicking on the link below.
Deadline: 19th February, 2016

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