Job Vacancies at Management Sciences For Health - MSH

Overview

The Specialist has the primary responsibility for ensuring that MSH Global Fund Malaria procurement and operations in Nigeria are functioning efficiently and effectively, and aligns to support attainment of project results and client expectations.

Responsibilities

General Responsibilities

• Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, consultant and subcontractor administration, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements.
• Lead and manage the operations functions by aligning staffing and systems with country projects and available resources to provide timely, cost-effective, and high-quality support and administrative services to all MSH country-based projects and activities.
• Ensure that all MSH in-country projects receive equitable, effective, timely, cost-effective, and high‐quality financial management, accounting, operations, and administrative support to all MSH in-country projects, in full compliance with local laws and available resources, and in an environment with adequate internal controls, adherence to contract/award regulations, MSH policies and standard operating procedures.
• Participate in routine management team meetings, and attend other meetings which are relevant to the operations activities, including country Operations Support Team (OST) meetings.
• Coordinate execution of internal/external operations, financial or program reviews, or audits, and ensure timely follow-up to review or audit conclusions and recommendations that are relevant to operations, in collaboration with the OST.
• Coordinate and collaborate with the Operations Officer/PSOs and Country OST to achieve resolution of pending operations issues, questions, and home office operations support requests. Communicate with other MSH HQ-based parties (Groups, projects, corporate offices), as needed to ensure proper consultation and notification of important information and issues.

Operations

• Ensure that strong internal control systems are in place and that the MSH Code of Conduct and MSH’s Zero Tolerance practice are well understood by all staff in the country.
• Assist Country Representative/ Lead to conduct regular and thorough risk assessments in the country, and to monitor success of risk mitigation and risk control activities.
• Ensure appropriate segregation of duty in all procurement and payment activities within all MSH offices in the country.
• Oversee property and asset management, including maintaining inventories and asset registers.
• Oversee obtainment of local insurance as required, inspection, registration, and operations for all MSH vehicles in the country.
• Ensure that systems are in place in the country to ensure that operations are managed and staff act in full compliance with local laws, adhere to contract/award and donor requirements and comply with MSH policies and standard operating procedures. Systems are in place to:
• Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures
• Monitor compliance

Procurement

• Oversee purchasing of all supplies and services, including sourcing quotations using the Request for Quotation Form; preparing vendor canvass or selection sheets; preparing local purchase orders; and verifying deliveries, quality of goods, and invoices.
• Consolidate and manage the country procurement plan and ensure implementation.
• Maintain an up-to-date procurement tracker for all goods and services to be procured.
• Conduct reviews of procurement files for all purchase documents for easy reference, including copies of purchase requests, quotations, purchase orders, delivery notes, and invoices.
• Identify vendors for goods and services for MSH use (including office equipment, IT services, communications, courier, transport, guard services, hotel providers, etc) and update the vendor list for purchase of supplies and services. Manage all vendor relationships.
• Ensure that the procurement process, payments, and documentation are complete in a timely manner and that deliverables are accepted by the project
• Issue agreements and negotiate rates for local services, per authorized delegation and according to established policy.
• Manage the vendor prequalification process to establish long-term agreements with prequalified vendors and hotels for recurring services

Facility Management

• Manage MSH offices and facilities to ensure a safe, efficient, and appropriate working environment for all staff.
• Manage general office services including guards, cleaning services, etc.
• Manage information services.
• Oversee property and asset management.

Fleet Management

• Oversee insurance, inspection, registration, and operations for all MSH vehicles in the country.
• Manage and plan vehicle maintenance
• Hire and train drivers and monitor performance
• Analyze and monitor vehicle and fuel usage and standards and report on any issues
• Schedule the use of the fleet as per MSH policies

Logistics Management

• Coordinate and oversee travel payments and logistics for all MSH in-country travel.
• Manage and monitor lodging, transportation, per diem, and associated payments, including those related to participant training, study tours, in-country events, and workshops.
• Set local per diem policies and rates and ensure compliance and standards.

Qualifications

• Minimum of a Bachelor’s degree in Business Administration, Financial Management, Accounting, or other relevant discipline or equivalent experience
• Minimum of 7 years of experience managing operations of Health or Development programs in developing countries
• At least 5 years’ significant Operations Management experience, preferably in Nigeria
• Comprehensive knowledge of Global Fund and US Government funded programs, regulations, and requirements.
• Demonstrated success and familiarity in Nigeria
• Analytical skills
• Organizational skills
• Demonstrated ability to work both independently and within a team
• Ability to assess priorities and manage a variety of activities with attention to detail
• Strong conceptualization, facilitation, and planning skills
• Possess an outstanding professional reputation
• Demonstrated interpersonal, written, and oral presentation skills
• Excellent cross-cultural communication and active listening skills. Solid understanding of USG regulations and administrative procedures in the implementation of donor-assisted projects required
• Familiarity with other donors and their requirements
• Fluency in English and dominant language of Nigeria

go to method of application »

Overview

The Operations Specialist is responsible for ensuring the smooth operations of the logistics provided by the Operations Unit by providing clerical support. S/he works with the Senior Operations and Procurement Specialist to make hotel and airline arrangements, provide assistance to staff in need of visas, assist Expats and TCN in obtaining Nigerian resident visas, coordinate the arrangement of materials and equipment as specified in the activity profiles and provide assistance to assure shipments to the projects clear customs in a timely manner. S/he is responsible for ensuring that the operational and administrative functions support the timely and effective implementation of the project’s technical scope of work.

Responsibilities

• Arrange hotel for Nigerian staff, Participants, Consultants who are coming to Abuja for assignments
• Arrange hotel for TDY staff coming to assist Nigeria teams
• Assist staff in obtaining visas for international travel
• Assist in making international and local travel arrangements
• Arrange for telephones and internet modems for TDY and new staff, as the case may be
• Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills, and export documentation where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly
• Arrange spaces for new employees making sure the availability of desks, chairs, etc. are ready for them to use on the start day
• Inventory and Asset Management
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Coordinate procurement and engagement of vendors for goods and services.
• Coordinate catering services for official functions within and outside the office location
• Follow-up with contractors to ensure proper service and maintenance of Generators, Photocopier, AC’s, etc are carried out in a timely fashion.
• Liaise with Security & Guards contractors to ensure an external supervisory visit on security guards is conducted periodically.
• Liaise with field offices on needs, issues, and activities upon which they are treated as they emanate.
• Provide and ensure logistics guidance for the delivery of items to field offices and facilities as the case may be.
• Supervise the Operations Assistant to ensure tagging and branding of MSH assets is conducted.
• Assist in procurement, clarifying specifications, analyzing quotations, and seeking approval, ensuring purchases are made according to approved specification, price, quantity, and quality inclusive.
• Liaise with Abuja office staff (IT, Finance, Operations, Transport & Logistics & technical) in sorting out identified needs as soon as possible.
• Liaise with FAA’s to ensure the remittance of maintenance logs upon which specific instructions are rectified to forestall breakdown of MSH assets.
• Follow-up on contractors to ensure about-to-expire agreements are renewed in a timely manner.
• Prepare monthly progress report which seeks to point out closed, outstanding, and new issues for all field offices.
• Follow-up with Senior Operations and Procurement Specialist, FAA’s technical staff in resolving issues as they come up.
• Supervise the office administration and logistics in the absence of the Senior Operations and Procurement Specialist.
• Liaise with the units to ensure proper use, maintenance, and repair of facilities and equipment, such as generators, vehicles, communication, computer units and peripherals, video and audio equipment, other office equipment, and air conditioners and heaters.
• Support the management of the Transport unit and supervise the Operations Assistant in international and domestic air travel arrangements and approvals.
• Supervise the receptionist.
• Support all local and regional purchases as per defined threshold, and maintain tracking and documentation systems that will facilitate future processing, payment, and audit requirements.
• Perform other duties and responsibilities as assigned by the Senior Operations and Procurement Specialist.

Qualifications

• Bachelor's degree in business administration or other relevant disciplines
• 4 years of operations experience
• Verbal and written language skills in English required
• Ability to learn complex program procedures.
• Good typing skills. Good memo composition and editing skills.
• Familiar with internet search engines and able to undertake background searches on well-defined tasks
• Able to work independently by managing priorities and workload within the general schedule of work, instructions, and standardized practices
• Takes initiative and can start/complete tasks with basic direction
• Excellent Computer knowledge. Proficient in Word, Excel, Outlook, PowerPoint, and knowledge of Photoshop. Learn and become proficient in the firm’s management system (Applied) and other carrier software or websites, as needed
• Ability to Multi-task and organize ongoing projects, looking for ways to become more efficient in completing tasks
• Consistently looks for ways to help support

Competencies

• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail and quality
• Strong office and organizational skills
• Demonstrated ability to work as an effective team member in a complex and fast-paced environment
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants

go to method of application »

Overview

The Operations Associate is responsible for ensuring the smooth operations of logistics provided by the Operations Unit by providing clerical support. S/he works with the Senior Operations and Procurement Specialist to make hotel and airline arrangements, provide assistance to staff in need of visas, assist Expats and TCN in obtaining Nigerian resident visas, coordinate the arrangement of materials and equipment as specified in the activity profiles and provide assistance to assure shipments to the projects clear customs in a timely manner.

Responsibilities

• Arrange hotel for Nigerian staff, participants, consultants who are coming to Abuja for assignments
• Arrange hotel for TDY staff coming to assist Nigeria teams
• Assist staff in obtaining visas for international travel
• Assist in making international and local travel arrangements
• Arrange for telephones and internet modems for TDY and new staff, as the case may be
• Provide assistance and follow up to Expats and TCNs on obtaining Nigerian resident VISAS
• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that packing list, waybills and export documentations where necessary are prepared and ensure that shipping details are communicated in writing promptly to the receiver
• Calendar management, ensuring conference rooms are booked and Meeting/conference/activity logistics and making sure to update the records regularly
• Arrange spaces for new employees making sure the availability of desks, chairs etc. are ready for them to use on the start day
• Coordinate the approved Activity Profiles making sure that materials, equipment, etc required for the activity are organized and ready for the activity
• Coordinate catering services for official functions within and outside the office location
• Other tasks as requested by the Supervisor

Qualifications

• Bachelor's Degree and/or equivalent relevant experience
• Verbal and written language skills in English required
• Ability to work independently and take initiative and can start/complete tasks with basic direction.
• Ability to learn complex program procedures.
• Good typing skills. Good memo composition and editing skills. Good computer skills with sound knowledge of commonly used application software
• Familiar with internet search engines and able to undertake background searches on well-defined tasks
• Able to work independently by managing priorities and workload within the general schedule of work, instructions, and standardized practices
• Excellent command of written and verbal English
• Excellent Computer knowledge. Proficient in Word, Excel, Outlook, PowerPoint, and knowledge of Photoshop. Learn and become proficient in the firm’s management system (Applied) and other carrier software or websites, as needed
• Ability to Multi-task and organize ongoing projects, looking for ways to become more efficient in completing tasks
• Consistently looks for ways to help support