Centre Admin & Operations Officer at MSI Reproductive Choices

Objectives

• This position reports to the Centre Manager in each of the 6 locations where MSI Nigeria Reproductive Choices centres exist. The role requires supervisory oversight and coordination of external centre operations. This will include general field marketing activities, management of canvassers and engagement of corporate organizations. S/he will have administrative oversight on key internal operations. This includes the supervision of the front desk Client Service Executive (CSE) and Infection Prevention Officer (IPO). Working in consultation with the line manager, manage all local HR issues, including engagement and scheduling of locums.
• S/he will lead the drive for an incremental client base and expand the geographic span of “patients-pull” to MSI Nigeria Reproductive Choices centres with evident growth in client visits. S/he will lead engagement with cross-functional partners, health care providers and associations to build an expanded referral network for centres, interface with internal and external stakeholders to seal all deals that generate income, and social impact and support the profitability and sustainability of the centres. Other roles include support in the design & and implementation of effective youth intervention strategy, procurement, stock management, asset management, admin, and HR.

Duties and Responsibilities
Develop strategies and execute action plans to drive client visits and sustainability for MSI centres, including necessary centre market surveys:

• Develop and execute marketing strategy/initiatives/campaigns tailored to MSI Nigeria Reproductive Choices centres to successfully sell services that will increase client visits, generate incremental revenue, and maintain existing customer relationships and revisit.
• Work with the MSI marketing team and interact with customers and potential clients to understand the market requirements at an individual hospital level.
• Interact with customers and potential clients to understand who they are, what their healthcare requirements are, and how to connect with the target markets.
• Advise the marketing/management team on strategic locations/spots to conduct center-focused outreaches, engagement of canvassers, including planning and executing this strategy.
• Develop and execute monthly digital marketing plans, monitor, review, and report on each marketing activity, analyse centre posts for client engagement insights and results, and share weekly performance reports with line managers.
• Work with the digital marketing team to develop and deploy centre blog posts, videos, email marketing, and website updates and development.
• Identify and work with champions in tertiary institutions and youth clubs to champion visibility for MSI Nigeria products and services in and around identified tertiary institutions while referring clients to MSI Nigeria Reproductive Choices centres.
• Set up and manage youth referral linkages for PAC in MSI Nigeria Reproductive Choices Centre via identified influencers and referral points while coordinating activities of canvassers.

Support the proper functioning of the Client Services Executive (CSE) for client-centred care provision and the activities of the Infection Prevention Officer (IPO):

• Lead implementation of client cantered care by all centre team members including accommodating clients' special needs such as flexibility of working hours
• Ensure that strict client privacy and confidentiality are maintained by all team members.
• Monitor monthly client numbers and income generated and in collaboration with the centre team make appropriate recommendations to meet income-to-cost targets.
• Ensure the CSE manages the front desk to promote and maintain a welcoming, friendly, professional, and efficient atmosphere to ensure client satisfaction.
• Support and oversee administrative and financial responsibilities (record keeping and petty cash management) in the centre.
• Ensure adequate inventory and stock management for the centre while keeping records using the approved formats to ensure tidy medical records and registers.
• Supervise the centre IPO to ensure duties are executed properly and timely, overall neatness and cleanliness of the entire office premises and surroundings.

Administrative responsibility for the centre including facility management, inventory and procurement request management, assets and stocks management and human resources:

• Liaise with the Procurement unit to manage the procurement process by maintaining the vendor list while treating all Procurement Request Form (PRF) in the centre by sending out requests for quotes to vendors on the vendor list, evaluating quotations, organising Procurement Committee (PC) meeting when required and issuance of PO.
• Inventory and stock management through maintenance of accurate records of stock movement in and out of the warehouse, including posting & and documentation of all goods receipt and stock consumption as it happens daily.
• Synchronizing of all inventory postings at the regional office with the Support Office central store database weekly, including carrying out weekly cycle count to determine critical stock consumption rates and interpreting same into the following reports: Critical Stock Report, and CPFR (Collaborative Planning, Forecast & Replenishment) Report
• Prompt treatment of all material requisitions and issuing of stock items to user departments, centre outreach teams and field officers daily
• Asset Management through assets register update and maintenance of record of assets movement and acquisition.
• Human resources management for the centre, including locum scheduling and management, creating files for team members as appropriate while ensuring timely submission of timesheets and getting necessary work tools for centre team members.

Others:

• Undertake other duties as reasonably requested by the line manager and/or management.
• Willingness to travel within and outside the country as may be required.

Required Qualifications

• A Bachelor’s Degree in Marketing or Administration or Public Relations, or any other related discipline.
• At least 2 years of working experience in healthcare Marketing, Administration, Sales, and other similar fields.
• Ability to multi-task effectively in a fast-paced environment
• Excellent oral and written communication skills necessary to produce proposals, reports, analyses, and presentations.
• Ability to develop relationships and encourage local influencer organizations, corporate customers, and independent customers.
• Able to organize, synthesize and respond to complex information to achieve marketing goals.
• Ability to use basic Microsoft Office tools.
• Self-starter, comfortable in a deadline-oriented environment, with demonstrable skills in delivering results.
• Familiarity with the healthcare environment and HMO understanding is an added advantage.