Operation Officer
Medipeace Senegal Country Office
Thiès, Senegal
Closing: 1st July, 2024 (3PM, Senegal time)


Job description
About Medipeace
Medipeace is an NGO headquartered in South Korea with expertise in Health. Since 2009, Medipeace has worked towards promoting health equity by implementing various projects for the most vulnerable populations in Africa, South-east Asia, Latin America, and the Pacific Island Countries. Our expertise lies in health system strengthening, national and sub-national level public health surveillance, infection prevention and control, community-based rehabilitation, and maternal and child health.


About Medipeace Senegal
Medipeace Senegal was founded in 2023 to address the gaps and challenges in ensuring health equity and to prepare for potential health crises. We plan to expand as a regional office in West Africa to formulate, implement, and manage health sector programs. Last year, Medipeace launched a projects: in Thies, Last year, we launched the project « Strengthening the National Public Health Laboratory System in Senegal », which aims to create an enabling environment for the LNSP to fulfill its role as the national public health laboratory.


Objective of Assignment
The Operation Officer will be responsible for planning and implementing project activities and coordinating partnerships with relevant stakeholders. He/She will ensure the quality and performance management of the project titled « Strengthening the National Public Health Laboratory System in Senegal. » Additionally, this role includes participating in relevant meetings with key stakeholders, providing English-French interpreting to ensure successful meetings and activities, writing well-organized plans and reports in both English and French, ensuring adequate and clear funding and financing, and engaging on various platforms within the health sector.


Duties and responsibilities
Scope of work
Project Coordination and Quality Assurance
• Oversee project activities to ensure efficient use of resources and alignment with project schedule and goals.
• Monitor project performance and implement strategies to maintain high quality standards and achieve desired outcomes.

Data management and reporting
• Collect data for PDM and maintain an up-to-date database to accurately track project progress.
• Know the submission schedule of reports for each activity, be able to prepare periodic project plans, reports, meeting minutes, etc. based on accurate and evidence-based data/information, and have a good level of document editing skills for report preparation.

Funds Management
• Manage project funds and create short-term and long-term plans to ensure projects are run strategically.
• Must be able to report monthly, quarterly, and yearly budgets and financial reporting to ensure proper budgeting and execution.

Communication and translation
• Communicate regularly with stakeholders about project progress, accomplishments, challenges, and changes to plans, and document stakeholder interactions, feedback, and results to inform the project’s management plan.
• Must be able to interpret meetings and translate documents from French to English or English to French.

Financial Management
• Assist the Project Leader in developing and analysing budgets of multiple projects.
• Prepare financial documents such as invoices, bills, and accounts payable and receivable.
• Ensure accurate financial, contractual, and administrative reporting of the project in compliance with not only Senegalese but also Korean reporting accounting standard in coordination with the Project Leader.
• File finance-related documents in a timely manner and maintain adequate filing system of financial documents.

Administration
• Assist the Project Leader in preparing and processing monthly payroll, which involves the verification of a series of basic calculations to determine each employee’s base pay, as well as deductions for income tax, Social Security Premium, and other statutory benefits.
• Ensure timely and cost-effective maintenance of office premises.
• Assist the Country Director in maintaining Human Resource procedures for both International and national staff, including payroll processing and supporting for settlement of dispatched staffs.
• Check Senegalese legal documents and assist the Project Leader in preparing administrative documents submitted to Senegalese authorities and cooperation partners.
• Classify and manage all administrative documents in a designated place at the office.

Manage partnerships and external relationships
• Actively identify potential partners in various sectors and explore opportunities for collaboration to advance Medipeace’s mission.
• Represent Medipeace at external events and support stakeholder relationship management to increase the organization’s profile and impact.
Reporting Line
The Operation Officer will report to the Project Leader of Medipeace Senegal Office or his/her designate on a routine basis and coordinate his/her efforts to match the timelines of the assignments. The performance of the Operation Officer will be evaluated by the supervisor. The performance evaluation must yield satisfactory result, or the contract may be terminated based on the recommendation of the supervisor.


Contract Period and Duty Station
• Contract Period: Yearly Contract – includes 3 months probationary period
• Duty Station: Medipeace Senegal Office located in Thiès

Required skills and experience
Education
• Academic degree, preferably bachelor’s or master’s degree in social sciences, public health, international development or other related field.


Experience
• At least 2 years of experience in NGO, international cooperation sector, or other closely related fields. Experience working in NGOs will be highly appreciated.
• Experience managing the output of a project and writing well organized reports in English and French
• Experience in Operation with strong management acumen, and the ability to establish new systems and ways of working.
• Proven experience in managing and reporting upon large budgets with rigor and attention to details essential.
• Proven experience in managing and leading complex projects with different level of stakeholders.

Technical Competencies
• Proficiency in leadership abilities
• Excellent organizational skills and attention to detail
• Strong communication and team working skills.
• Time management
• A multicultural perspective and an attitude open to learning in new environment
• Strong interpersonal and communication skills, providing a positive organizational image to the public
• Proficient computer skills in Microsoft Office applications (Microsoft Office, Word, PowerPoint and Excel) and other software such as Google applications
• Ability to drive a vehicle preferred


Language
High level of proficiency in both spoken and written English and French.




considered.
Notification
The initial contract includes a 3-month probationary period, after which, based on evaluation results, it is intended to offer a yearly contract. The salary is determined after consultation between employee and the employer.