About MSI:
Marie Stopes International exists to bring quality family planning and reproductive healthcare to the world’s poorest and most vulnerable people. We’ve been delivering family planning, safe abortion, and maternal health services for over 35 years. Millions of women worldwide turn to us for help each year, whether in limiting the size of their families, or avoiding dangerous complications in pregnancy or unsafe abortion.

Job Summary: The Public Sector Operations Officer will be responsible for ensuring the effective administrative and financial oversight of all outreach activities with a specific focus on: effective management of stock; accuracy of records; appropriate documentation of all financial transactions and reconciliations; and administrative reporting. S/he is responsible for developing, monitoring and implementing effective systems that enable the efficient management in accordance with MSI Uganda and USAID policies and guidelines. He /s he will support functions necessary for the day to day operations of the Dedicated Service Providers, ensuring support requests are addressed in a timely manner. The DSP Operations Officer will use his or her excellent knowledge of LTM Programme operations to be proactive in resolving challenges to ensure the most effective use of resources and uphold compliance. S/he will sustain collaborative relationships with all Dedicated Service Providers and MSI Uganda team members to drive value for money and coordination. The Operations Officer is expected to travel nationally and regularly attend DSP performance management meetings.

Key Duties and Responsibilities:
1. Lead the efficient and effective stock management for Dedicated Service Providers:
Keenly verify and track orders for stock and other supplies for Dedicated Service Providers, ensuring that the correct quantities are ordered, distributed and recorded as per agreed forecasts.
Make sure that commodities are procured at a competitive price and according to MSI Uganda and USAID procurement guidelines.
Ensure appropriate reconciliations of all stock delivered to Dedicated Service Providers, including reviewing appropriate management of stock cards, triangulation of data with service delivery and other records, and agreed implementation plans.
Provide the Head Public Sector Strengthening with accurate, relevant and comprehendible data and analyses to inform work plans/budgets.
2. Lead the Effective Management of All Financial Documentation for the DSPs:
Provide documentation to support Dedicated Service Providers to efficiently manage all cash and financial transactions, ensuring full compliance with all policies.
Ensure all appropriate documentation for the DSP Team expense advances and reconciliations (including per diem) are submitted correctly, in time and in full compliance with all policies.
Provide feedback to Dedicated Service Providers on financial expenditures, and proactively identify areas for improvement and improved accurate documentation.
Ensure all Dedicated Service Providers receive training on appropriate financial and administrative documentation of all activities; and ensure that all individuals have appropriate tools and forms needed for documentation.
3. Lead in provision of accurate and timely reports and improved coordination
Coordinate with Dedicated Service Providers to produce and analyse monthly performance dashboards and circulate to Head Public Sector Strengthening, the SMT, and COP.
Develop tools and generate regular reports to track progress against recommendations for quality and operations improvement identified through dashboards, reviews, QTAs and other supervision reports.
Ensure activity work plans and reports are effectively circulated to all Programme Operations teams as appropriate to ensure effective coordination of activities.
Technically support DSP Cluster Leads to organise Cluster meetings, including appropriate documentation of all meetings, action points, and progress against action points from previous meetings.
No stock-outs of supplies for DSPs
3. Accurate and timely submission of advance requests and reconciliations for all Dedicated Service Providers:
Correct per diem reconciliation forms to Head Public Sector Strengthening for review and approval, and appropriate validation of reconciliation requests
Accurate and timely reporting by all Dedicated Service Providers
Ensure accurate and accessible records of all Outreach activities
Provide effective team support and coordination

Qualifications, Skills and Experience:
The applicant should hold a Degree in Business Administration or related discipline or equivalent experience
Past experience providing excellent administrative support in a fast-paced business environment
Working knowledge of Microsoft Office applications including MS Excel, Word and PowerPoint required
Excellent verbal and written communication skills
Keen attention to details, ability to spot inconsistencies in reports and data
Experience editing written communication
Possess the ability to work well with others in team environments, build consensus and drive change
Ability to work in deadline driven environment with competing deadlines
Highly organised and able to multi-task

Personal Competencies:
Attitude / Motivation: Successful performance at MSI is not simply defined in terms of ‘what’ people achieve, but equally is about ‘how’ people go about their jobs and the impact that they have on others.
Initiative: Thinking ahead and taking action to make the most of opportunities by finding the optimum solution
Innovative: Thinking creatively and outside of the box so that ideas generated create a positive outcome
Effective Communication: Communicating through active listening and good questioning techniques, using appropriate body language, ensuring information is clear and concise.
Responsive: Being responsive to changing priorities and demands
Working Efficiently: Planning, prioritising and organising work to ensure work is accurate and deadlines are met
Sharing Information: Sharing information and knowledge whilst maintaining confidentiality
Focus on Learning: Taking responsibility for keeping knowledge and skills updated and for seeking opportunities to develop further
Commitment: Awareness and understanding of goals, vision and values and how your role impacts on this and going the extra mile to meet role requirements
Driven: Drive and determination to deliver results
Accountable: Taking responsibility for appropriate decisions that you make, and the actions and behaviour you demonstrate
Embracing Change: Openness to embracing change within the organisation and being able to adjust plans/activities accordingly
Motivated: Motivation towards achieving quality results to maximise potential
Team Player: Working as part of a team by being supportive, flexible and showing respect for each other

The Public Sector Operations Officer is required to demonstrate MSI Uganda’s core values of:
Accountability of all staff to each other and our clients and stakeholders
Equality of opportunity and access
Value for money in the management of our resources
How to Apply:
All candidates who wish to join Marie Stopes are strongly encouraged to send an updated CV and cover letter via email to: vacancies@msiu.or.ug

NB: Please do not attach transcripts

Deadline: Friday 12th June, 2015 by 5pm