New
1 week ago

Job Summary

The Operations Associate works with and supports the Operations Team in ensuring effective transport, accommodation, supplies, logistics and related travel arrangements are made and implemented inline with Jacaranda Health’s policies and procedures for a smooth uninterrupted work flow of program and operational activities.

  • Minimum Qualification:Diploma
  • Experience Level:Mid level
  • Experience Length:3 years

Job Description/Requirements

Jacaranda Health, a non-profit organization has been in operation since 2016 and works in collaboration with The Ministry of Health to help improve quality of care in public hospitals and reduce maternal and newborn deaths in Kenya. We do this by developing innovations that are high-impact, accessible, financially sustainable, and can be implemented at national scale. Our goal is to have these solutions adopted as the national standard of care as we move towards achieving universal health coverage (UHC). In Kenya, we work with 20 counties, with solutions deployed across 800+ hospitals and health centers. We are committed to addressing systemic inequities in health care by centering our work within the public health system, and driving measurable and sustained impact on the way care is accessed and delivered for those who need it most.

OPERATIONS ASSOCIATE

1. JOB INFORMATION

Job Title Operations Associate
Job Grade Grade 6
Department Finance & Operations
Unit Operations
Reports to Senior Operations Coordinator
Direct Reports
● N/A

Works Directly With
● Programs Team
● Operations Team
● Finance Team

2. JOB PURPOSE
The Operations Associate works with and supports the Operations Team in ensuring effective transport, accommodation, supplies, logistics and related travel arrangements are made and implemented inline with Jacaranda Health’s policies and procedures for a smooth uninterrupted work flow of program and operational activities.

3. MAIN RESPONSIBILITIES OF THE JOB
● Monitor program travel requests, schedule for and coordinate with the procurement associate on transport arrangements, venue hires, hotel accommodation and communicate to program teams.
● Ensure that program teams fill in their travel, reimbursement and funds request through the online requisition system before any requests are scheduled and processed by the operations team.
● Ensure that all travel requests to supported facilities/sites are made and approved through an online requisition system and processed at least 2 days before the date of intended travel.
● Liaise with the Senior Operations Coordinator on hotel accommodation, conference and training venues, transport (taxis, car hire, flight & SGR) and related travel booking requirements across the counties as per program requests received through the online system.
● Communicate allocated transport, hotel reservations, conference and event venue details to program requesters at least 24 hours before the date of intended travel.
● In liaison with the Finance Associate, distribute monthly communication resources (internet bundles and airtime) to program teams by the 5th of every month.
● Coordinate the distribution and delivery of supplies to Jacaranda field projects and ensure that programs receive required supplies and equipment in full, on time and to required quality - ensuring proper storage, packaging, courier arrangements, delivery, tracking and communication to the program teams.
● Liaise with the Senior Operations Coordinator on the status of training supplies required by program teams and arrange for the receipt and storage of inventory and supplies received from the vendors, staff field activities and courier service providers.
● Receive and verify procured goods and ensure that the documentation provided by suppliers are accurate, checked against approved purchase orders and submit these to the Senior Procurement Coordinator.
● Ensure Operation related documents and records are properly maintained and distributed.
● Provide accommodation and transport schedule reports on a weekly and monthly basis and ensure that all supporting documents are provided and maintained appropriately.
● Actively participate in the implementation and continuous improvement of the established travel policies and procedures in support of JH programs and organizational goals.
● Liaise with Training Coordinators to conduct physical stock counts and verification of training materials, conduct reconciliations and generate reports quarterly and ensure that optimum stock levels of training materials are maintained to cover for at least 4 months.
● Work closely with the Senior Operations Coordinator and the drivers to oversee and schedule fleet maintenance and repairs including:
○ Diagnosis of vehicle preventive and repair maintenance needs.
○ Ensure timely and efficient scheduling of repairs to avoid grounding of the vehicles to avoid increased cost of maintenance of the vehicles.
○ Developing and analyzing the fuel consumption trend reports and instituting necessary remedial measures.
○ Thorough, documented review of the fuel analysis reports including audit support.
● Perform other related duties as assigned.

4. KEY PERFORMANCE AREAS
● Conduct him/herself both professionally and personally in a manner as to bring credit to Jacaranda and not jeopardize its mission and relationship with stakeholders.
● Weekly accommodations and logistics tracker/plan shared to program teams and Supply Chain Manager by end of day every Friday.
● Ensure that 100% of all travel requests by staff have been placed on the online Kobo Toolbox
and have been approved by their supervisors before processing any requests.
● Ensure 100% verification of materials and supplies received from suppliers through 3-way matching and provide the signed documents within one day of receipt.
● Ensure that processes initiated are followed up, incidences are reported, any delays are communicated to appropriate teams and processes completed within appropriate timelines.
● Conduct at least 1 refresher training per quarter to program teams and staff on emerging issues, new tools, processes and procedures relating to operations work.
● Not more than 24 hours Lead Time on payment requests and airtime, data disbursements.
● Ensure that there are no inventory or asset losses at any point in time and any incidences reported as soon as discovered.

5. QUALIFICATION, KNOWLEDGE AND SKILLS

Minimum level of academic and professional qualification required to perform effectively in the role

● Professional Diploma holders with the requisite experience. Bachelor’s degree in Purchasing/Supplies is an advantage.

6. RELEVANT EXPERIENCE REQUIRED

Minimum level of experience required to perform effectively in the role

● Minimum of 3 years relevant work experience in operations, logistics, hospitality, transport, administration.

7. WORKING RELATIONSHIPS

Internal

● Program Teams
● Finance & Operations Team
● Other Jacaranda Health departments

External
● Service providers and vendors

Technical Competencies
● Understanding of e-business / e-transport logistics systems
● Troubleshooting, problem solving
● Business ethics
● Customer service skills

Behavioral Competencies
● Organizational & planning skills
● Effective communication skills
● Result oriented
● Teamwork and good interpersonal skills
● Ability to take initiative and problem-solving skills
● Attention to detail

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