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Operations Manager

1 month ago

Jakarta, Indonesia Management Sciences for Health (MSH) Full time

Management Sciences for Health (MSH) is seeking an Operations Manager for a USAID BEBAS-TB 5-years activity having the aim of reducing TB incidence and mortality by supporting the Indonesian government to address the critical gaps and challenges of the TB program. This Activity will build on the work of previous USAID activities and current projects to achieve its goal. BEBAS-TB’s support will focus on improving access and utilization to quality and patient-centered comprehensive TB services.

Overall Responsibilities

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

General Responsibilities
- Develop and execute responsive and appropriate operations management systems (for office management, transport management and logistics (including deployment of rental vehicles and drivers), 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 BEBAS Project staff and activities.
- Ensure that the BEBAS project receives equitable, effective, timely, cost-effective, and high‐quality operations and administrative support 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.
- Coordinate execution of internal/external operations, collaborate with the finance team on 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 other departments.
- Coordinate with the procurement team to ensure efficient organization of events, obtaining needed services for project travel, supplying needed goods and services for an efficient and secure office environment.
- Capacity building of team members.
- Coordinate and collaborate with other departments to achieve resolution of pending operations issues, questions and home office operations support requests. Communicate with other MSH HQ-based parties (Groups, Projects Support, Corporate offices), as needed to ensure proper consultation and notification of important information and issues.

Operations
- Ensure that strong internal controls for operational 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 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.
- Systems are in place to: a) Ensure that appropriate staff members are aware of and understand laws, contract/award and donor requirements, and MSH policies and procedures. b) Monitor and ensure compliance.

Facility Management
- Manage MSH offices and facilities to ensure a safe, efficient, and appropriate working environment for all staff.
- Manage general office services including guards, cleaning services, etc.
- Oversee property and asset management.

Transport Management
- Oversee vendor relationship with vendors providing rental vehicles and drivers, to ensure adequate numbers of safe and appropriate vehicles and professional drivers are available and efficiently deployed.
- Monitor driver performance and vehicle quality and report all issues to relevant vendor for resolution. Coordinate with Procurement Manager related to service orders with vehicle rental vendors.
- Analyze and monitor vehicle usage and standards and report on any issues to the rental vendor.
- Schedule use of vehicles as per MSH policies for safe and efficient travel.

Logistics
- Coordinate and oversee travel logistics for all MSH in-country travel.
- Manage and monitor lodging, transportation, including those related to in-country events and workshops. Coordinate with Procurement to establish long-term agreements and favorable rates with competitively procured and vetted hotels and venue providers.
- In collaboration with Global Services Unit and MSH policies and practices, set local per diem policies and rates and ensure compliance and standards.

QUALIFICATIONS

Education
- Bachelor’s degree in business operations and/or admini