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Job Title:    Senior Operations Specialist

Organisation: Management
Sciences for Health (MSH)

Duty Station: Kampala,
Uganda

Reports to: Procurement
and Operations Manager

About US:

Management Sciences
for Health (MSH) is 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 Senior Operations Specialist is
responsible for supporting the smooth operation of technical efforts and field
activities of UHSC by providing administrative, operational, and logistical
support to technical activities. She/he will be responsible to support the
day-to-day operations and administrative management of the UHSC activities. The
Senior 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 general operations, procurement of goods and
services, office administrative support, day to day management of project
assets inclusive of spear heading the processes that results into the transfer
property/assets to respective recipients. S/he will participate and support the
UHSC Project close out activities in line with MSH standards and procedures.

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.

Key Duties and Responsibilities: 

Procurement Support

• Handle the procurement for goods and services in line with local
  laws and regulations, MSH policies and standard operating procedures, and
  donor requirements.
• Process the purchase of services for motor vehicles maintenance and
  repairs
• Liaise with the transport office to coordinate required vehicle hire
  purchases where available fleet is not sufficient and ensure timely
  requests and solicitations
• Receive approved Purchase Requisitions (PR) for procurement of goods
  and services; track all PRs; identify sources, collects quotes in country,
  select and negotiate with the vendors, handling all processes required to
  issue Purchase Order until final vendor payment.
• Maintain the procurement tracker, recording complete purchase
  requests and updating it with status of the procurement status for the
  requested services, ensuring it has up to date information by every Friday
  of the week.
• Ensure that vendors are paid timely in line with the agreed terms
  and standards in place. Ensure vendor payment requests / invoices are
  submitted timely and fixed cost orders are tracked and ensure that
  supplies are within the issued order periods, costs and quantities.
• Verify delivered items in line with Purchase Order quantities and
  quality (specifications) working with the respective purchasers and
  respective technical persons
• Support procurement process documentation particularly during
  procurement committee deliberations
• Undertake special initiatives as required within his/her
  competencies.

Operations

• Coordinate the timely and necessary administrative and operational
  support in implementation of technical activities, and ensure those are in
  compliance with MSH and USAID standards.
• 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.
• Participate in routine admin/operations team meetings
• Coordinate and collaborate with the teams to achieve resolution of
  pending operations issues, questions and operations support requests.
• Maintain minimum Office Petty Cash ensuring cash count
  reconciliation at least once a week.
• Maintain a thorough knowledge of all MSH Standard Operating
  Procedures, and ensure the procedures are followed by the UHSC Program
  staff.
• 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.
• Ensure the office has adequate stock of equipment, office supplies,
  water, etc.
• Support the different stages of project closeout and the
  implementation of the close out process

Assets Management

• 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
• Support the project close out activities
• 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.
• Preparing equipment transfer files and maintaining them to
  completeness with fully signed agreements and documents of transfer of
  documents using available templates, ensuring the respective details.
• Supporting regular assets verification both at MSH and MoH

Qualifications, Skills and Experience: 

• The ideal candidate for the Management Sciences for Health (MSH)
  Senior Operations Specialist job should preferably hold a Bachelor’s
  Degree in Business Administration, Procurement and Logistics, or any
  related field.
• Three to four years of relevant administrative and operational
  experience in supporting teams of professionals.
• Strong administrative, organizational, and writing skills and able
  to work well under pressure.
• Familiarity with procurement processes, travel logistics and event
  planning.
• Experience with US government donor projects.
• Demonstrated organization, planning, time-management, and
  problem-solving abilities.
• Ability to work flexibly and collaboratively in a complex Program
  and in a diverse multi-cultural team environment.
• Ability to work independently and to excel at operating in a fast
  paced, health environment.
• Ability to carry out independent work, take initiative, be
  responsible, maintain can-do attitude and use sound judgment.
• Excellent interpersonal and communication skills. A demonstrated
  commitment to high professional and personal ethical standards.
• Demonstrated competence to set and assess priorities and manage a
  variety of activities in a time-sensitive environment and meet deadlines
  with attention to detail and quality.
• Excellent computer skills, knowledge of MS Office Suite applications
  including Word, Excel, and other applications.

How to Apply:

All candidates who
wish to join Management Sciences for Health in the aforementioned capacity
should apply online at the link below.

Click
Here

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