Job Title:  Business Operations Coordinator

Marie Stopes International exists to bring quality family planning and reproductive healthcare to the world’s poorest and most vulnerable people. We’ve been delivering family planning, safe abortion, and maternal health services for over 35 years.

Millions of women worldwide turn to us for help each year, whether in limiting the size of their families, or avoiding dangerous complications in pregnancy or unsafe abortion.

Job Summary: The Business Operations Coordinator will be responsible for efficient running of Centres with a critical focus on effective utilization of suppliers, accuracy of records, financial management and reports. The post holder will develop, monitor and implement systems to enable efficient running of Centres. The post holder will identify and seek opportunities to improve efficiency in running centre business, through putting in place systems, support and monitor all centres to operate efficiently. The Post holder will coordinate with all centres to track their stock orders and supplies, accuracy of MIS records and reports, petty cash management, banking and performance reports. As the Business Operations Coordinator, the post holder will be expected to respond to the day-to-day activities relating to the role in a timely manner. It is particularly important that the post holder is up to date with industrial business practices and putting in place measures that create competitive advantage of the centres., initiate and implement undertakings that improve Centre operational efficiency and accuracy of reports. The Business Operations Coordinator should be able to sustain close and collaborative relationships with other MSU departments to leverage opportunities that drive Centre efficiency. This function will entail aspects of financial management, great attention to details, analytical skills, coordination, planning, Relationship Management and innovation.

Key Duties and Responsibilities:

1. Lead in efficient & effective Utilisation of Centre supplies;
2. Steer the Management of Centre Financials:
3. Lead in Centre Records Management:
4. Lead in provision of accurate and timely reports:
5. Centre Coordination;

• Verify and track orders for stock and other supplies from centres to ensure the right quantities & qualities are ordered at the price.
• Coordinate with the procurement department to ensure timely delivery of supplies to centres in the right quantities and price.
• Support centres in stock management and follow up of orders, dispatch & delivery.
• Provide the Centre teams with accurate, relevant and comprehendible data and analyses to inform their periodic plans and strategies.
• Develop documentation which the Head of Centres can use to determine actual costs of services to inform costing and price setting during the business planning process.

• Provide documentation to support Centre teams to efficiently manage petty cash, informed by analysed operational costs and expenses of Centres.
• Develop documentation which will guide teams in the development of time bound financial plans (budgets) and support their implementation.
• Monitoring daily incomes generated per centre and reconcile it with cash banked and credit sales and ensure accuracy of banking reports.
• Assess profitability of the different drug supplied and sold in Centres and provide critical recommendations and support teams in the implementations of the recommendations.

• Develop and implement tools to maintain accurate transaction records in centres.
• Verify data captured in the MIS at the respective Centre to ensure accuracy of client details, product usage, profitability and provider performance.
• Provide centres with the current & updated Cash paying and Corporate clients pricelistsand ensure its timely implementation.
• Provide support to Centres to maintain accurate client records, ensure availability of client record forms and accurate filling of both clients & stock records.
• Ensure all Centres provide receipts to clients for every service provided and the required receipt books are produced and delivered to the respective centres in time.
• Steer the gathering of essential feedback from suggestion boxes and clients relating to the quality and level of satisfaction received from the centres. Lead in all related client feedback surveys and researches.
• Ensure effective systems for the timely and accurate management and reporting of information through efficient collection, analysis and reporting of data from the centre teams.

• Coordinate with the Centre Managers to produce and analyse weekly and monthly reports and provide specific recommendations for management to take action.
• Offer technical Support to Centre to produce and analyse system generated reports and take quick action at the local level.
• Generate performance trends and profitability per centre and guide management on strategies to improve efficiency and profitability.
• Work together with the Head of Centres, to develop a proficient and profitable service offering/mix informed by market information and client preference.
• Provide documented evidence which will guide centres on specific drugs to stock, pricing of services and innovations.
• Working closely with the Head of Centres, to analyse reports from the different centres and support the respective centres accordingly.

• Coordinate with the different MSU departments to ensure centres receive all the required support timely to provide quality and client focused services.
• Visiting the respective centres to provide the necessary training and support to become more efficient and self sufficient.
• Support from time to time and when necessary Centres related activities as need may arise.

Qualifications, Skills and Experience:

• The applicant should hold a good University Degree in Business Administration or related discipline
• A minimum of three years’ experience in sales, Business development and management with a big, fast paced business organization
• The post holder will be required to have at five years of experience in Sales and Business Management especially in an FMCG or service Industry, most preferably clinical business and should have good managerial skills and experience.
• Comprehensive knowledge of Health marketing and medical service trends in the country.
• Past experience in Health Centre Management, stock management or business analysis and reporting is an added advantage.
• Working knowledge of Clinical Health Service Provision, Family Planning, Community Outreach and Social Marketing an added advantage
• Health/Clinical related training is an added advantage.
• Sound knowledge of Microsoft Office applications including MS Excel, Power point and internet is mandatory.
• Proven excellent technical oral, written, and editing abilities; ability to present and write influentially for multiple audiences
• Ability to work well with others in team environments, build consensus and drive change
• Ability to satisfy stakeholders;
• Ability to work in deadline driven/results orientated atmospheres
• Strong people management skills
• Ability to think strategically and a good planner
• Able to manage and motivate teams to achieve targets and to achieve organisational change.
• Possess leadership personality, and able to take on and solve problems quickly and efficiently
• Possess the ability to stay on track and deliver even under pressure.
• Willingness to work beyond the stipulated business working hours.

How to Apply for the job:

If interested in working with Marie Stopes Uganda, Please send a CV and Cover letter by email to jobs@mariestopes.or.ug  or post to the Senior Manager, People and Development. Plot 1020, Kisugu- Muyenga, P.O Box 10431, Kampala-Uganda, quoting the position title. Marie Stopes Uganda is an equal opportunities employer committed to fostering a diverse workforce. Mane Stopes Uganda is thankful to all applicants for their interest but only candidates who meet alt requisite criteria and are short listed will be contacted.

Deadline: Friday, 19th September, 2014

  JOBS, Marie Stopes