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2 days ago

Job Summary

The Senior Operations Coordinator will work closely with the Supply Chain Manager in ensuring that operations management systems are established and implemented within Jacaranda country programs and activities across the counties Jacaranda operates in as well as other departments.

  • Minimum Qualification:Bachelor
  • Experience Level:Mid level
  • Experience Length:4 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.

SENIOR OPERATIONS COORDINATOR

1. JOB INFORMATION

Job Title
Senior Operations Coordinator
Job Grade Grade 4
Department Finance & Operations
Unit Operations
Reports Directly To Supply Chain Manager
Direct Reports
● Operations Associate
● Drivers

Works Directly With
● Program Teams
● Operations Team
● Finance Team

The Senior Operations Coordinator will work closely with the Supply Chain Manager in ensuring that operations management systems are established and implemented within Jacaranda country programs and activities across the counties Jacaranda operates in as well as other departments. He/She will provide operational and procurement support to the various program activities while ensuring full compliance with Jacaranda internal policies and procedures to meet program objectives.

3. MAIN RESPONSIBILITIES OF THE JOB

1. Program Field Operation Coordination

● Provide operational support to program teams activities by efficiently and effectively ensuring operations needs are met within the desired level of standards/ quality, Jacaranda’s procurement guidelines and budget allocation.
● Work closely and build an effective communication channel with program coordinators and managers to facilitate operational aspects of program activity planning, fieldwork activities, resource needs and supply of training materials.
● Oversee travel management for the Kenya office: Coordinate domestic travel and hotel arrangements, conference & meeting venues, catering services, events ensuring all program requests are responded to in a timely manner and arrangements are made in compliance with Jacaranda procedures.
● Coordinate with the finance teams on payments to service providers by ensuring complete and accurate invoices with supporting documents are submitted and that
fund requests are processed and approved in a timely manner.
● Ensure use of the approved vendor list, fair distribution of business and deliberately ensure that suppliers are treated with due respect, complaints and compliments are handled professionally and Jacaranda Health interests and corporate image/brand are put ahead of everything else.
● Assist the program teams to understand their roles and responsibilities in terms of interaction with the operations department.

2. Training Materials Inventory Management
● Liaise with Program coordinators and mentors on training inventory supplies, conduct physical stock counts and verification of training materials, conduct reconciliations and generate reports quarterly.
● Ensure that optimum stock levels of training materials are maintained to cover for at least 4 months.
● 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.
● Responsible for distribution of training materials ensuring proper storage, packaging, courier arrangements, delivery, tracking and communication to the program teams.

3. Vehicle Operations Management
● Supervise drivers and build their capacity in fleet management and operational policies.
● Ensure efficiency and effectiveness in utilization of vehicles in accordance with all transport laws and regulations.
● Schedule, track and document vehicle repair and maintenance.
● Oversight over the fuel management aspects for the fleet including; Developing and analyzing the fuel consumption trend reports and instituting necessary remedial measures, ensuring for substantiated fuel card top ups.

4. Operational Systems and Process Improvements
● Proactively work with all staff to ensure adoption of operational systems, implement and continuously review opportunities to improve departmental policies and
procedures to maximize performance and exceed organizational goals.
● Monitor and propose mitigation of potential risks related to operational activities and recommend remedial measures to the Supply Chain Manager
● Liaise with the Supply Chain Manager to provide support in the development of activity plans, tools and procedures through implementation of Jacaranda’s strategic
operational plans for efficient support to various program requirements and demands.
● 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.
● Prepare and maintain 100% accurate quarterly inventory reports and submit them to the Supply Chain and Training Coordinator by the 5th of the following month.
● Conduct at least 1 refresher training per quarter to program teams and Jacaranda staff on emerging issues, new tools, processes and procedures relating to operations work.
● Not more than 24 hours Lead Time on payment funds requests to the finance team.
● Ensure 0% inventory losses at any point in time and any incidences reported as soon as discovered within 24 hours.

5. QUALIFICATION, KNOWLEDGE AND SKILLS

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

● Bachelor’s degree in Business Administration, Operations Management, Supply Chain, Procurement, Logistics or any other related fields;
● Professional diploma in purchasing and supplies management, CIPS 4 and above or similar recognised professional qualification, is a MUST have.
● Professional membership with the KISM or related professional bodies in procurement and logistics.

Minimum level of experience required to perform effectively in the role
● Minimum of 4 years relevant work experience in procurement, transport and logistics operations. Experience in NGO/ Private sector operations management.

7. WORKING RELATIONSHIPS

Internal

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

External
● Service providers and Vendors.

8. COMPETENCIES

Technical Competencies

● Understanding of e-business / e-procurement systems
● Troubleshooting, problem solving
● Business ethics
● Customer service skills

Behavioral Competencies
● Planning and Organizational skills
● Communication and negotiation skills
● Decision-making and problem-solving skills
● Project management skills
● Ability to delegate tasks
● Attention to detail

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