Procurement/Operations Manager at Management Sciences for Health (MSH): (Deadline 21 March 2024)

KNOWLEDGE AND SKILLS

SKILLS:

• Strong leadership, mentoring, management, planning, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.
• Proven leadership and capacity in negotiation and conflict management.
• Knowledge of donor regulations preferred and ability to work independently, take initiative and learn complex procedures.
• Demonstrated experience to provide technical assistance to organization and conduct trainings.
• Excellent oral and written communication skills with fluency in English. Proficient computer skills.
• Strong computer skills, Experience with Microsoft Office, presentation software, and e-mail and Internet packages.
• Strong organizational skills, attention to detail, and ability to work under time constraints and meet deadlines, and to work independently and take initiative.
• Excellent interpersonal skills: demonstrated ability to interact professionally with diverse clients and stakeholders.
• Commitment to uphold high standards of moral and ethical business practices.
• Experience in collecting and analyzing data.
• Knowledge of sourcing and procurement techniques as well as dexterity in “reading” the market.
• Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.

COMPETENCIES:

• Functional expert – has knowledge of processes and products.
• Influencer – relates to people, builds relationships, and effectively presents arguments.
• Results seeker – meets deadlines, identifies actions, and achieves goals.
• Innovator – thinks creatively, anticipates changes, and produces solutions.
• Adaptor – stays calm under pressure and handles criticism well.
• Complier – follows procedures and encourages others to do as well. 

NO.

Key Performance Areas 

Major Activities/Responsibilities

1.

General Responsibilities.

• Develop and execute responsive and appropriate operations management systems (for office management, local procurement, fleet management and logistics, Inventory and asset management 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 GSU team /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.

PROCUREMNT

• Develop and execute responsive procurement and operations systems as per MSH and donors’ rules and regulations (for office management, local procurement, fleet management and logistics, inventory records, IT services, workshops, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements to ensure all projects receive the proper support.
• Ensure appropriate segregation of duties in all procurement and payment activities within all MSH offices in the country.
• Liaise with the Finance Manager in timely tracking of all commitments/accruals and ensure they are correctly recorded in QuickBooks and Produce weekly, monthly, and quarterly updates for key management decision-making on major procurement issues.
• Lead the maintenance and update of the SharePoint Procurement Tracker and provide regular updates on the status of procurements.
• Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the country economic situation, production patterns and availability of goods and services.
• Coordinates with the Global Services Unit Procurement Team on all international procurements when necessary and manages importation and customs clearance
• Maintain and update the supplier database which can adequately serve the needs of the country program and effectively manage suppliers to ensure timely delivery of the requested supplies.
• Oversees open and closed tender procedures and performs comprehensive analysis in close liaison with the respective procurement committee members on a case-by-case basis and in line with the Procurement Manual and local Procurement SOP and Manages/oversees procurement contracts including troubleshooting, negotiation, and supplier performance management.
• Lead and ensure procurement Workflow processes are accurate, and that these are translated into Service Level Agreements which respond to the needs of Projects/Programs.
• Lead and Manage procurement of all Project equipment, goods, Supplies, and services conducted as per donors’ Rules and regulations and MSH Procurement Policies.
• Establish and monitor KPIs to ensure timeliness, efficiency.
• Develop and analyze monthly procurement reports, follow up on arising issues to monitor procurement performance, and take corrective action in a timely manner.
• Lead and engage with the Program Leads on the development of the Detailed Annual Procurement Plans providing key procurement components in collaboration with all other procurement staff as well as leading on the implementation, monitoring, and reporting of the procurement progress.
• Maintaining electronic and files and records to ensure proper accountability.
• Manage the vendor prequalification process to establish long-term agreements with prequalified vendors and other service providers for recurring services.
• Ensure Maintenance of an up-to -date electronic filing of all procurement files in SharePoint

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.
• Monitor third party logistics providers/suppliers’ performance with respect to the quality and timely delivery of goods and services.
• Participate in risk register development and implementation and take proactive steps to mitigate risks within operational functions.
• Ensure appropriate segregation of duties in all procurement and operations activities within all MSH offices in the country.
• Oversee property and asset management, including maintaining inventories and asset registers.
• 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; and monitor compliance.

FLEET MANAGEMENT 

• Manage project fleet, develop and analyze monthly fleet reports, follow up on arising issues to monitor trends and take corrective actions when necessary.
• Oversee obtainment of local insurance as required, inspection, registration, and operations for all MSH vehicles in the country.
• Ensure well-coordinated travel arrangements and logistics for all MSH in-country travel.
• Oversee insurance, inspection, registration, and operations for all MSH vehicles in the country.
• Ensure proper fleet management and in-time vehicle maintenance.
• Hire and train drivers and monitor performance.
• Analyze and monitor vehicle and fuel usage and standards and report on any issues.
• Lead Scheduling for use of the fleet as per MSH policies.

LOGISTICS

• 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.
• Ensure that local per diem policies and rates are in place and up to date, and ensure compliance and standards.

2.

Supervision

• Supervise all Procurement and operations staff and ensure that the team is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching, and career development support).
• Ensure staff actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.
• Contribute to maintaining teamwork, discipline sound work relationships, and productivity.