Operations Specialist

MAIN PURPOSE OF JOB:

The Operations Specialist ensures seamless operational support for provincial teams and headquarters, focusing on compliance, efficiency, and collaboration across key functional areas. This role provides vital assistance to programmatic and administrative activities, ensuring adherence to organizational policies and donor regulations.

Major Activities / Responsibilities:

1. Support to Provincial Teams:

• Collaborate with provincial teams to prepare and finalize Activity Profiles (AP) accurately for approval and execution.
• Provide assistance in collecting and reviewing documentation to facilitate timely and accurate mobile money and electronic payments to participants and vendors.

2. Compliance and Coordination:

• Maintain accurate financial and operation records in accordance with MSH policies and donor requirements.
• Coordinate with security, procurement, finance, and program teams to ensure activities comply with MSH policies and USAID regulations.

3. Operational Management:

• Oversee logistics, administrative tasks, mail services, and processing payments for rental vehicles.
• Manage the preparation and follow-up of Purchase Orders (POs) with vendors under Blanket Purchase Agreements (BPAs) in Kabul and provincial offices.
• Track and manage lease agreements, ensuring timely renewals and payments for Kabul and provincial offices.
• Maintain inventory records, asset registers, and conduct quarterly asset verifications.

4. Procurement and Payment Tracking:

• Track, monitor, and follow up on payments for Kabul HQ and provincial offices.
• Monitor approved Purchase Requests (PRs) and Requests for Quotations (RFQs), ensuring progress with the procurement team.
• Prepare internal request forms for stock items needed for events and operations.
• Maintain accurate records of all signed BPAs and PO’s.

5. Event and Operational Support:

• Prepare and process purchase requests for provincial office events.
• Ensure timely processing of logistical and operational needs for events and day-to-day operations.

6. General Administration:

• Translate invoices and prepare Goods Receipt Notes (GRNs) as needed.
• Assist with managing documentation, mail services, logistical arrangements at central and provincial level.
• Execute any additional tasks as requested by the supervisor.

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION:

• Bachelor's Degree, at relevant field, Master’s prefer

REQUIRED MINIMUM EXPERIENCE:

• With bachelor’s degree 4-6 Years with Masters’ 2-4 years relevant working experience.
• Verbal and written language skills in English required.
• Ability to work independently and take initiative.
• Ability to learn complex program procedures.

KNOWLEDGE and SKILLS: 

• Excellent memo composition and editing skills.
• Familiar with internet search engines and able to undertake background search on well-defined tasks.
• Able to work independently by managing priorities and workload within general schedule of work, instructions, and standardized practices.
• Excellent command of written and verbal English
• Takes initiative and can start/complete tasks with basic direction.
• Excellent Computer knowledge. Proficient in Word, Excel, Outlook and Power Point 2007 and knowledge of Google platform.
• Learn how to use an organization’s intranet site to find organizational guidance.
• Consistently looks for ways to improve customer service to the program teams to better support activities.

COMPETENCIES:

• Demonstrated competence to assess priorities and manage a variety of activities in a time sensitive environment and meet deadlines with attention to detail and quality.
• Excellent communication and problems solving skills.
• Strong office and organizational skills
• Demonstrated ability to work as an effective team member in a complex and fast paced environment.
• Excellent interpersonal skills and demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.

MSH is an equal opportunity employer and will not discriminate against any employee or applicant for employment on the basis of race, color, sex, sexual orientation, gender or gender identity, religion, creed, citizenship, national origin, age, veteran status, or disability unrelated to job requirements. MSH will take affirmative action to ensure that qualified applicants are employed and that employees are treated without regard to their race, age, color, religion, sex, sexual orientation, gender identity, national origin, veteran and disability status. In compliance with U.S. Department of Labor Executive Order 11246, Section 503 of the Rehabilitation Act, and Section 4212 of the Vietnam Era Readjustment Assistance Act, MSH has developed and maintains an affirmative action program and plan.

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