Project/Proposal Summary:
MSI was awarded a three-year contract with USAID/Sudan on a project named SUPPORT (Services Under Program and Project Offices for Results Tracking), and tasked with the responsibility of executing functions normally associated with USAID’s Program and Communications offices. As a part of the SUPPORT project, MSI hiring technical and support staff, assisting USAID with logistics, and facilitating VIP visits. For more information on our Sudan project (Services Under Program and Project Offices for Results Tracking – SUPPORT) please follow this link: http://www.msiworldwide.com/index.cfm?msiweb=project&p_id=150
Position Summary: The Operations Specialist will be responsible for all facilities management of the MSI Office, oversight and control of local procurement systems and procedures, and for ensuring smooth systems and operations throughout the MSI office. The Operations Specialist reports to the Chief of Party. The period of Performance is from the end of October through March 2012.
Responsibilities:
• Oversight of procedural responsibilities toward national authorities o Ensure relationship with the Labor Office is smooth and file is appropriately opened and maintained o Understand and ensure that all MSI systems are in accordance with the Labor Law and all regulatory agencies such as the Taxation and Social Insurance Departments o Review and assist with the development and updating of the MSI personnel manual, according to local requrements
• Facilities management of MSI Office o Provide supervisory assistance to the Logistic Manager (LM) to ensure the office facility functions smoothly. (Power, Internet, Cleaning etc) o Ensure necessary daily supplies are sufficient for the office compound (Fuel, Water, Stationary) o Deal with local vendors and subcontractors for internet, vehicle rental, vehicle insurance, security, legal assistance and other needs o Relate to the landlord and obtain necessary action from him, as per the rental agreement o Ensure smooth vehicle management, including fuel management, vehicle maintenance, and logbook maintenance. Ensure all vehicles are fully equipped with took kits, First Aid kits and other relevant equipment
• Oversight of local procurement systems and procedures o Create purchase requisitions, upon receipt of requests, for appropriate approvals o Develop template justifications (or bid matrices), according to the MSI Procurement Manual o Ensure all local procurement rules are vigorously followed and updated, according to feedback from the COP and DCOP o Create purchase orders for appropriate approvals
• Feedback and assistance on large procurements o Review RFP’s for gaps and additions o Provide estimates of costs, research and analysis for effective RFPs o Identify vendors for RFP distribution o Monitor responses to MSI procurement email
• Smooth systems and operations throughout the MSI Office o Maintain weekly contact list for MSI Sudan staff o Monitor all contracts with local subcontractors and flag lapsed contracts to MSI Home Office for prompt action o Track all visa and work permit expiration dates, for the necessary action of the LM o Suggest policies, for adoption by the COP/DCOP on phone use, procurement, assets distribution and other tracking mechanisms o
o Along with the COP, monitor Task Order Plans (TOPs) as part of local procurement to assist in ensuring that purchases do not exceed the cost estimates therein and that costs appropriately apportioned o Track movement of MSI assets, including items issued to visitors and consultants. o Maintain the MSI inventory list and submit to Finance monthly utilizing FER and procurement documentation o Maintain logs for phonecard and personal transport use
• Proper security procedures o Give advice on critical communications components in MSI projects, such as PowerTrack, radios, sat phones and cell phones
• Representation of MSI to other international and national entities, as appropriate o Liaise with local authorities as appropriate o Liaise with NGOs, other companies, and vendors, as appropriate
Qualifications: • Relevant Degree or comparable professional qualification in the related fields of procurement or logistics
• Minimum of five years of relevant professional experience.
• Experience with USAID procurement and contracting essential
• Thorough knowledge of USG rules and regulations required
• Previous East African experience, preferably time spent in Sudan
• Strong Organizational Skills
• Ability to manage several tasks simultaneously and to work effectively under pressure
• Strong operational understanding of word processing and excel is required
Only candidates who have been selected for an interview will be contacted. No phone calls, please.
To apply, please visit our website: www.msiworldwide.com.
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