Associate Manager for Operations and Procurement (AMOP)

📋 Description

• • Management Sciences for Health (MSH) is seeking a dynamic and detail-oriented Associate Manager for Operations and Procurement (AMOP) to join our dedicated Operations Department. This is a full-time, mid-level position, offering the flexibility of a remote work arrangement, with a preference for candidates located within the Washington, D.C. metro area. At MSH, we envision a world where everyone has access to high-quality, lasting solutions for their health and well-being. Our aspiration is to be a leading partner, innovator, and trusted entity in healthcare and public health program development, implementation, and evaluation. Our mission is to improve global health outcomes through enduring, effective, and accessible public health solutions, impacting lives both within the U.S. and internationally.
• • This pivotal role will provide comprehensive support to the Operations Department and the Chief Operating Officer (COO). The AMOP will be instrumental in various aspects of Corporate Services, ensuring the seamless delivery of these services to both our U.S. and International Programs. You will be a key player in streamlining operations, enhancing efficiency, and ensuring compliance across a diverse range of critical functions.
• • Operations Management Support:
• • Assist the Chief Operating Officer (COO) in the strategic development of the annual Operations Department work plan, encompassing all aspects of IT services and operational support.
• • Play a crucial role in the quarterly tracking of key deliverables, milestones, and performance indicators, ensuring the department stays on course to achieve its objectives.
• • Provide structured and proactive operational support to our U.S. Programs and International Programs country offices. This support will span a wide array of administrative and operational functions, including but not limited to:
• • Procurement planning and meticulous vendor oversight to ensure best value and compliance.
• • Efficient travel logistics management for staff and consultants.
• • Robust inventory and asset management to maintain accurate records and accountability.
• • Support for systems implementation and troubleshooting to ensure operational continuity.
• • Assisting in policy interpretation and effective rollout across the organization.
• • Proactive risk management and strengthening internal controls to safeguard organizational assets and reputation.
• • Facilitating cross-functional coordination to ensure alignment with organizational policies and stringent funder requirements.
• • Procurement Excellence:
• • Manage the entire end-to-end procurement lifecycle, from initial needs assessment and strategic sourcing to solicitation, rigorous evaluation, negotiation, award, and final contract close-out.
• • Prepare and issue a variety of solicitation documents, including Requests for Quotations (RFQs), Requests for Proposals (RFPs), Invitation to Bids (ITBs), and Expressions of Interest (EOIs).
• • Conduct thorough comparative bid analyses and meticulously document vendor selection processes, ensuring full adherence to organizational policies and donor regulations.
• • Warehouse and Asset Management Coordination:
• • Oversee the accurate tracking of all stock movements, ensuring that inventory management systems and asset registers are consistently and diligently updated.
• • Coordinate the domestic and international shipment of essential supplies and equipment to project locations worldwide, ensuring strict compliance with all relevant logistics and customs requirements.
• • Travel and Logistics Coordination:
• • Serve as a key liaison with our designated travel agency, coordinating local and international travel arrangements for staff and consultants with a focus on cost efficiency and unwavering policy compliance.
• • Facilitate the complex processes of visa processing, travel authorizations, insurance, and the procurement of all required documentation for international assignments.
• • Enterprise Services Support for U.S. Programs and International Programs:
• • Act as a critical point of contact, liaising with relevant MCD staff, government authorities, legal counsel, and partners as required for matters pertaining to country office registration and local board governance.
• • Meticulously maintain statutory records, licenses, and compliance documents, ensuring they are organized, accessible, and up-to-date.
• • Capacity Building and Training:
• • Support the COO in the development of comprehensive training materials, Standard Operating Procedures (SOPs), and essential operational guidance tools tailored for our U.S. and International Programs teams.
• • Deliver engaging in-person or virtual training sessions covering key areas such as administration, enterprise services, procurement best practices, and operational compliance.
• • Additional Responsibilities:
• • Undertake additional duties and special projects as assigned by the COO, ensuring these tasks are consistent with the scope and responsibilities of the AMOP role.
• • In all functional areas, you will assist the responsible staff, ensuring that these critical functions are conducted in a timely, effective, and efficient manner, thereby facilitating project-specific operations.
• • Ensure appropriate compliance and documentation are maintained throughout all processes.
• • Recommend and implement innovative systems and process improvements to enhance the speed, quality, and overall effectiveness of service delivery.
• • Prepare regular and ad hoc status reports on resolved and open issues, providing clear and concise updates to management.