Operations Officer

Job Description

Employment Opportunity

The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project seeks to fill the position of Operations Officer to support the GHSC-PSM project in Zambia.

The USAID Global Health Supply Chain Program – Procurement and Supply Management (GHSC-PSM) project will be the primary vehicle through which USAID will procure and provide health commodities, provide technical assistance to improve partner countries’ management of the supply chain and collaborate with key international stakeholders to support global health initiatives.

With 85+ staff across six offices around the country, this diverse and complex program sets out to strengthen the capacity of GRZ to develop sustainable systems that ensure the availability and security of vital and essential health commodities through (1) increased data availability and use for informed supply chain decision making, (2) improved quantification procurement planning and coordination processes, (3) provision of cost-effective, reliable international and local procurement services, (4) improved efficiency in warehousing and distribution by Zambia Medicines and Medical Supply Agency ( ZAMMSA), and (5) increased strategic management and planning by Ministry of Health for improved commodity security. The project seeks to recruit (on a one-year contract renewable) for the following positions:

Position Title: Operations Officer

Reporting to: Senior Operations Manager

Principal Duties and Responsibilities

The Operations Officer will provide oversight of the Office Administration Team including the Office Assistants and Receptionist to ensure that administrative tasks are done, events planning, Service Level Agreements trackers are updated, and ensure that the inventory database is up to date including the location of equipment’s.

Specific Tasks

Technical Implementation

Supervise the Office Administration Team – Office Assistants and Receptionist, ensuring that the teams are providing sufficient support to all project staff in all project offices;

Support field teams to ensure they have the administrative resources required to properly conduct their duties;

Supervise event planning, meetings, and training and make sure everything runs smoothly;

Maintain and update tracker for SLA and lease agreements for operations to ensure that start and end dates of these contracts are tracked and renewals if needed are fully executed on time;

Work with the IT team and monitor the inventory of project equipment; record, update and regularly check inventory database is up to date including the location of equipment at the Main, ZAMMSA, and provincial offices;

Put in place and manage an office filing system allowing easy access to contractually required reports, as well as any other reports required by Chemonics, the government of Zambia, or USAID;

Arrange for hotel accommodation, airport transfer, and transportation for STTAs during their stay in the country and any other support required;

Work with the Senior Operations Manager and Finance Manager on annual work plan budget inputs and forecasting;

Management

Take main responsibility for managing the physical office space, ensuring that there are functioning systems for office communications supplies, office administration, and staff travel;

Supervise the identification, selection, recruitment, training, and orientation of all project admin support staff required for the implementation of all project activities. Supervise the project support staff and perform their annual evaluations;

Exhibit Chemonics values and build a culture of “Living our Values” within the team;

Follow all USAID regulations and Chemonics policies, and quality management best practices consistently;

Other duties as assigned by the Senior Operations Manager and Deputy Country Director – Operations

Minimum Qualifications, Experience, and Competencies:

Degree in Business Administration or a related field preferred;

Minimum of 4 years experience working for a USAID project desirable;

Experience in managing large offices is highly desirable;

Excellent interpersonal and communications skills;

Demonstrated leadership, versatility, and integrity;

Fluency in English required.

Location of Assignment

The location of assignment is Lusaka, Zambia with intermittent travel throughout the country.