Operation Manager at Management Sciences For Health - MSH

Job ID: 13-10169
Location: Abuja
Grade: J
Group/Office: HPG
Dept/Unit: GEN (General)
Project/Program: A577 - PMI-S
Reports To: Director Finance and Administration

Overview

• The Operations Manager has primary responsibility for ensuring that MSH operations in Nigeria are functioning efficiently and effectively, and aligns to support attainment of project results and client expectations.

Specific Responsibilities

• Develop and execute responsive and apprJob ID: 13-10170
  Location: Abuja
  Grade: I
  Group/Office: HPG
  Dept/Unit: GEN (General)
  Project/Program: A577 - PMI-S
  Reports To: Director Finance & Administration
  
  Overview
• The role of the Procurement Specialist is to procure goods and services in compliance with MSH/Donor procurements policies and procedures.
• S/he collects proforma invoices on approved purchase requisitions, prepares offer analysis and makes recommendations. Once the purchase order has been completed, the Procurement Specialist will follow up to assure delivery.
• She/he maintains procurement data including supplier list and standards of goods and services, and ensures the effectiveness of procurement in timely and cost effective manner.

Specific Responsibilities

• Facilitate the preparation of procurement plan
• Receives approved Purchase Requisitions (PR) for procurement of goods and services
• Tracks all PRs, for both local purchases and those requested through Cambridge
• Determines price reasonableness
• Responsible for collection and analysis of proforma invoices and presents to the supervisor for further processing or approval;
• Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed;
• Handles field office purchases when required;
• Ensures that purchases are made in the best interests of the donor and MSH;
• Assures delivery or pickup of PO for collection of goods;
• Prepares weekly procurement status report and submits to the supervisor;
• Regularly updates the supervisor of all partial collection of the procured goods;
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• Does quarterly or 6 month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Capacity Building of Team.
• Also performs other duties as requested by the immediate supervisor.
• Inform supervisor immediately if asked to compromise integrity by any vendor or other.
• Ensure that systems are in place in 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 and ensure compliance.
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization and the donor.

Qualifications and Experience

• Master's degree in Business Administration/Finance/Accounts or related field. Or University Degree in Logistics, Supply Chain Management or Business with 4 years post degree experience.
• 7 years’ or relevant and progressive experience in procurement and supply management.
• 3 years of managerial experience.
• Experience in a USG or donor funded project or NGO preferred
• Strong numeric skills and attention to detail and quality Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action.

• opriate 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 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.
• Capacity building of team members.
• 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.
• Ensure that strong internal control systems are in place, and that MSH Code of Conduct and MSH’s Zero Tolerance practice are well understood by all staff in country.
• Assist DFA/ Lead to conduct regular and thorough risk assessments in country, and to monitor success of risk mitigation and risk control activities.
• Ensure appropriate segregation of operational activities within all MSH offices in country.
• Ensure that systems are in place in 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

Qualifications and Experience

• Minimum of a Master's degree in Business Administration, Financial Management, Accounting, or other relevant discipline.
• Minimum of 10 years of progressive experience managing operations.
• At least 3 years management experience, preferably in Nigeria
• Comprehensive knowledge of 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 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.