Partners In Health is seeking full-time Operations Associate to provide day-to-day operations support, administrative support to the operations department. The position will support the coordination of teams reporting to the Chief Operating Officer, undertake management of operations activities in Kailahun and, where necessary, provide support in maintaining the operations budget and tracking related expenditures.
Essential Duties and Responsibilities:
Operations Support:
Manage designated operational processes as required e.g. insurance policy maintenance, etc.
Coordinate and collaborate with internal department units to enable, support and improve day-today program operations and processes with the goal of enhancing operation al effectiveness
Assist in troubleshooting problems and issues as they relate to daily operational activities
Execute special projects, including developing strategies and tactics for implementation in kailahun
monitoring of effectiveness and making recommendations for improvements as required to ensure that overall project goals are achieved
Provide administrative support to the Chief Operating Officer in the execution of his work as it relates to planning and operations management (scheduling, travel coordination, expense tracking and reporting)
Other duties as assigned
Organizational Planning and Management:
Works closely with the Chief Operating Officer to ensure timely planning, management and tracking of organisational operations plan including analysis and reporting of related data points and benchmarks from programmatic and functional areas
Works closely with programmatic and functional area staff to support development, improvement and implementation of operations solutions and strategies
Provide project management support from the operational stand point
Ensure implementation of operations policies and procedures
Provides administrative support
Works closely with program directors and managers to establish contract timelines, ensure compliance, and meet contractual deadlines and deliverables.
Works closely with finance team to manage contract budgeting and staffing allocations across contracts for staff who work in multiple programs
Reviews contract requirements of service providers, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, and corporate and government policies and business unit procedure
Maintains deadlines on deliverables and communicates on an ongoing basis with partners and team about service provider’s contractual issues
Actively documents and pursues variations/claims through tracking schedule •
Partner with Chief Operating Officer to oversee overall contract management, budget allocation and foster compliance
Prevention of Sexual Exploitation, Abuse and Harassment:
At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
Education and Work Experience Requirements:
A minimum of three years’ relevant work experience in Human Resources
Experience working in operation for an international NGO with donor-funded projects
Bachelor's or Master’s degree in Human Resources Management, Business management or similar
Highly numerate with strong Excel skills and adequate writing skills
Experience working with individuals of various skill sets and cultures.
Excellent facilitation, oral and interpersonal communication, and presentation skills including excellent writing skills.
Excellent planning and prioritization skills as well as creative problem-solving and analytical skills.
Strong project management and time management skills; highly organized and detail-oriented.
Sound judgment, a high degree of professionalism, and the ability to maintain confidentiality
Proactive and solution-orientated, able to use initiative and work independently
Excellent organizational skills, ability to prioritize effectively and handle multiple tasks
Ability to work with patience, humility, and a sense of humor.
