Jobs at Management Science for Health

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, ACs, 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 the 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

• A minimum of 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 search 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

• 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

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Overview

The State Finance & Admin Officer is responsible for ensuring the smooth operations of finance and logistics activities provided by the Operations unit by providing financial and admin support. S/he works with the Senior Operations andProcurement Specialist and State Specialist to coordinate and manage the operation and implementation of the project activities in the state.

Responsibilities

• Prepare payment vouchers.

• Properly code all transactions.

• Control and enter all financial expenses appropriately.

• Payment of expenses, including per diem and transport to participants during activities in the field.

• Prepare and control advances.

• Ensure the balances of unused portions of advances are deposited into the MSH account.

• Prepare deposit slips for cash to be deposited into the bank account.

• Follow up on outstanding advances and vendor payments to assure timely reconciliation.

• Reconcile advances, including review of receipts and coding of expenses on the general voucher.

• Ensure that treasury practices in the country minimize MSH’s cash exposure.

• Ensure that entries are entered into the financial system accurately and timely.

• Arrange hotel accommodation for staff, participants, consultants who are coming to the state for assignment

• Assist in organizing for the dispatch of goods and equipment whenever required and ensure that the 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, meeting/conference/activity logistics sorted, and making sure to update the records regularly

• Arrange spaces for new employees making sure desks, chairs, etc. are ready for them to use on their 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

• Prepare payment schedules for vendors and participants.

• Properly code all transactions.

• Maintain administration and accounting files.

• Control consumption of project (petrol, electricity, water, telephone,)

• Participate in the improvement of the accounting system and the system of internal control.

• Ensure compliance with MSH policies and procedures including internal control systems, Global Fund guidelines as well as Nigeria Government regulations.

• Create all administrative and financial reports monthly as requested by the supervisor.

• Manage payments of taxes and other statutory payments at the state level.

• Ensure that payments are compiled, reviewed, and sent to the country office timely for processing

• Ensure that entries are entered into project activity tracking logs accurately and timely.

• Ensure that month and year-end activities are done accurately and in compliance with MSH policies and procedures.

• 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.

• Other tasks as requested by supervisor

Qualifications

• University Degree/HND in Accounting or equivalent certification

• Minimum of 3 – 4 years experience as an Accountant and Administrator

• Understanding of key aspects of Accounting

• Experience with Global Fund and U.S. government projects

• Proficiency in Microsoft Office programs, especially Excel spreadsheets, or comparable software

• Verbal and written language skills in English required

• Ability to work independently and take initiative

• Ability to learn complex program procedures.

• Demonstrate good judgment and sound financial "common sense"

• 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 search on well-defined tasks

• Able to work independently by managing priorities and workload within a general schedule of work, instructions, and standardized practices

• Excellent command of written and verbal English

• 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 and provide support

• Collaboration Skills

• Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines by paying attention to details 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

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Overview

The PSM Intern will work in close collaboration with the state-based SCMS Specialist and project partners on all aspects of project management and implementation at the state level. The intern will assist the Specialist in ensuring that the project functions efficiently. S/he will assist with logistics processes in project-related SCMS and documentation. Additionally, s/he will assist the SCMS Specialist in ensuring that all technical activities under the project are implemented in a timely and effective manner. S/he assists the specialists in providing oversight to LGA level routine activities e.g. LGA data validation meetings, data entry, supply chain data collection, spot-checks on the last-mile distribution of health commodities, training, etc.

Responsibilities

• Drafting/ compilation of activity reports

• Preparation of internal process tools such as activity profiles, purchase requests, travel advance requests, and expense reports.

• Assisting the Specialist with logistics arrangements for meetings/ workshops or training with the state government other partners/ stakeholders.

• Keeping an inventory of project equipment at the state level

• Participating in accessing activity progress to ensure that the partners and local contractors maintain close adherence to work plans, meet designated milestones, deliverables, benchmarks, and provide technical assistance when needed.

• Assisting in monitoring program implementation and use of resources.

• Support oversight of routine activities such as LMIS data review on NHLMIS platform, POD reconciliation & validation, BIDIDT, and BFSR Quality Improvement.

• Support data entry routinely at the state level

• Support the tracking of last-mile distribution of malaria health products and so on.

• S/he will support knowledge management functions including documentation of success stories and lessons learned.

• Any other task assigned by the supervisor.

Qualifications

• Minimum of bachelor’s degree in pharmacy

• One year or less of experience in malaria project implementation, public health or health systems strengthening is required;

• Demonstrated ability to build and maintain relationships with senior-level colleagues, stakeholders, and donors.

• Demonstrated competence to assess priorities, manage a variety of activities in a time-sensitive environment, and meet deadlines with attention to detail and quality.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft office Packages-Excel, Word, PowerPoint.

• Excellent writing and presentation skills in English are essential.

• Training development and facilitation skills.

• Program Management skills.

• Willingness to travel at about 25% of the time