Under the supervision of the Finance and Administration Manager, the Operations Officer is responsible for optimal office operations and management including administrative systems and services, timely and compliant procurement of services and goods including review of Purchase Requests (PR), management of transportation needs and international and in country travel. Additionally, s/he will provide finance, procurement, and logistic support to technical and administrative teams in activity coordination and implementation.

The Operations Officer ensures administrative management and program support are conducted according to MSH policy, MSH standard operating procedures and donor regulations and good business practices.

This position will be for period of August 2024 - February 2025. 

MAIN DUTIES AND RESPONSIBILITIES

Procurement and Finance 

●    Manages the Purchase Requisition (PR) procurement steps for goods and services and coordinates their implementation.

●    Responsible for the collection and analysis of invoices and presents to the supervisor for further processing or approval.

●    Ensures that purchases are made in the best interests of the donor and MSH, and according to best practices.

●    Prepares weekly procurement status report and quarterly reviews of pre-approved vendors for routine items such as office supplies, cleaning products, etc.

●    Communicates with HO team for high-value or complex procurements

●    Assists in the administrative and logistic requirements for staff/consultant invoices, timesheets, and payments.

●    For meetings, workshops, trainings, and other types of events,  and in coordination with the administrative and technical teams, the Operations Officer will:

▪ Coordinate and book venue selection, make required reservations and catering.

▪ Manage the procurement of goods and services including the printing and assembly of material prepared by technical teams.

▪ Manage compliant and timely procurement, processing required authorizations and payments for travel arrangements, lodging accommodations, per diems, and other allowances for participants and staff as applicable.

▪ Acts as a focal person with vendors on event-related matters

▪ Ensure compliance with MSH and USAID regulations.

●   Other duties as requested by the immediate supervisor

Office Operations and Management

●     Under  the  supervision  of  F&A  Manager,  responsible  for  optimal  office operations  and management including administrative systems and services.

●     Ensures office facilities and premises and all utilities are maintained and functional.

●     Manages office supplies including stationery and kitchen supplies and maintains inventory records including those of new, old, and damaged assets.

●     Maintain service agreements and contracts with vendors related to office operations.

●     Manage all relevant logistics (like ID card, business  card, parking etc.) for incoming and existing staff.

●     Facilitate office guest relations, mail management, and other communication needs.

●     Oversee and ensures availability of transportation services for in-country travel arrangement for staff member, visitors, and consultants is in line with MSH policy and procedures.

●     Prepares and maintains other operational policies and procedures (eg. “Safety and security”) as directed by the F&A Manager.