Admin Jobs – Operations Officer – Management Sciences for Health (MSH)

Job
Title:        
 Operations
Officer
Organization: Management
Sciences for Health (MSH)
Duty Station: Kampala,
Uganda
About US:
Management Sciences
for Health (MSH), 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 Operations Officer is responsible for
coordinating the timely and necessary administrative and operational support in
implementation of technical activities, ensuring those are in compliance with
MSH and USAID standards.  The primary
function of this position will be to support the different stages of project
closeout and the implementation of the close out process and related activities.  Maintaining/updating the inventory register
and ensuring all property is rightly recorded, in the right place ready for
disposal. .  S/he provides supervision to
the facilities staff (Administrative Assistant and the Office Assistant) and
oversees the provision of all logistical support required for office running,
meetings/workshops, accommodation and STTA logistical support.  S/he ensures that MSH offices and facilities
are safe, and that the working environment is appropriate for all staff.  S/he ensures the provision of high-quality,
responsive, timely and cost effective services within the framework of local
laws, MSH policies and standard operating procedures, and donor
requirements   This position is short
term with contract end date being June 30, 2020
Key Duties and Responsibilities:  
 Assets
Management (60%)
·       
Working
with supervisor to support the project close out related activities.
·       
Support
assets verification process of all items at MSH and MoH
·       
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.
·       
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
·       
Preparing
equipment transfer files and ensuring completeness with fully signed agreements
and documents of transfer using available templates.
·       
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.
·       
Support
the different stages of project closeout and the implementation of the close out
process
·       
Participate
in evaluation, negotiation and selection of providers of services according to
organization needs.  
General Operations
(30%)
·       
Provide
timely, cost effective, and high quality support and service to the UHSC
project activities
·       
Provide
supervision to all facilities staff and is accountable for their performance
management (including regular results, check-ins, formal appraisals, supportive
supervision, rewards, training, coaching and career development support)
·       
Coordinate
workshop or meeting related events such as accommodation and transportation for
participants, facilities, catering, printing, stationery and other special
needs requirements.
·       
Arranging
and planning of internal events and conferences (holiday parties, team building
events, etc.) ensuring that venues are secured in a timely manner.
·       
Arrange
for and book staff/STTA for accommodation both in-country and outside of Uganda
ensuring that room rates are within approved limits.
·       
Take
custody and arrange the availability of audio-visual equipment, displays and
other meeting needs
·       
Check in
on happening events to monitor arrangements and ensures smooth functioning of
all activities while liaising with venue personnel and suppliers of contracted
services to solve problems that arise during events.
·       
Coordinate
the selection of venues with all the necessary logistical support including
Public Address System, venue arrangement, projectors, screens, etc.
·       
Monitors
operation of services according to agreements/contracts and ensure all services
claims/bills are settled within allowable time or make follow ups to clear
snags.
·       
Review
event bills for accuracy, discuss adjustments to invoices before submission for
payment.
·       
Ensures
proper maintenance of the logistics procurement filing system.   
General (10%)
·       
Handle
the procurement for goods and services in line with local laws and regulations,
MSH policies and standard operating procedures, and donor requirements.
·       
Ensure
the office has adequate stock of consumables and office supplies, etc
·       
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
·       
Maintain
a thorough knowledge of all MSH Standard Operating Procedures, and provide
guidance to staff whenever necessary.




Qualifications, Skills and Experience:
·       
The applicant
must hold a Degree in Administration or equivalent with 4-6 years relevant
experience.
·       
Strong
administrative, organizational, and written and verbal communication skills.
·       
Excellent
interpersonal skills; demonstrated ability to interact professionally with
diverse clients and stakeholders.
·       
Demonstrated
competence to assess priorities and manage a variety of activities in a time-sensitive
environment and meet deadlines with attention to detail, quality and remaining
calm under pressure.
·       
Ability
to work independently, take initiative and learn complex procedures.
·       
Demonstrated
experience with managing an office and ability to work as an effective team
player
·       
Knowledge
of donor regulations preferred.
·       
Computer
skills in word processing, database, presentation, and spreadsheet
applications; Microsoft Office preferred, along with ability to learn new
software packages.
·       
Good
supervisory and conflict resolution skills.
·       
Fluency
in English.
How to Apply:
All candidates who
wish to join Management Sciences for Health in the aforementioned capacity at
the link below.
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