Description

Vacancy Announcement

Job title:

Operations Systems Associate

Work Location:

Kono District, Sierra Leone

Department:

Operations

Reports to:

Chief Operations Officer

Line Management

No

Requisition #:

Application Status

External Advert

Organisation Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. Our delivered services in the field are based in our partnership with the Governments and Ministries of Health and the support to education, training and mentorship to Health care workers and students is one of our pillars for the Health care system strengthening.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

Our Work In Sierra Leone:

Partners In Health (PIH) began supporting the government of Sierra Leone in response to the Ebola epidemic in October 2014. Recognizing the large need for continued investments in the health system after Ebola, PIH is committed to long-term health system strengthening in support of the Ministry of Health and Sanitation (MOHS), guided by the same principles as our emergency response and our work around the world: public sector accompaniment, integrated and comprehensive services, social justice, nimbleness and flexibility, partnership, community ownership, and evidence-based interventions. In the aftermath of the epidemic, PIH is committed to supporting the delivery of comprehensive health services in Sierra Leone, from the community level to the health center and to referral hospitals.

Position Overview

The Operations Systems Associate plays a key role in ensuring the PIH operations team can provide timely, efficient, and high-quality support for the delivery of care in Sierra Leone. The Specialist will be responsible for supporting and training the Sierra Leone-based users of PIH’s software systems used for operations management, including PIH’s Logistics Management Information System, OpenBoxes. Partners In Health uses OpenBoxes to track the movement of supplies throughout its global network. The specialist will provide training and user support for all PIH Sierra Leone users of OpenBoxes, including developing training materials, collecting and documenting user feedback, testing new features and providing feedback to the global Open Boxes support team, and supporting implementations of the software or new modules at facilities in Sierra Leone. They will work with the global support team and users in Sierra Leone to identify and implement areas for improvement.

In addition to supporting the use of Open Boxes, the Associate will support PIH-SL operations team members with optimizing the use of other electronic systems such as Microsoft Office 365 and CMMS work order software system. The Specialist will also partner with PIH’s Monitoring and Evaluation (M&E) team to implement data quality measures and data analysis using operations data to inform decision making.

Essential Duties and Responsibilities:

Open Boxes Administration and Support (30%): Act as the PIH-SL team’s primary administrator of OpenBoxes, including but not limited to the activities listed below:

• Monitor the Open Boxes helpdesk and respond promptly to all bug reports or requests for assistance
• Configure the software as requested, including creating new users, locations, and products
• Regularly solicit feedback from users across all PIH-supported facilities in Sierra Leone, and send feedback to the Open Boxes global support team
• Analyze Open Boxes data to proactively identify and lead opportunities for improvement through user training and data management/cleaning

  Open Boxes Training and Documentation (40%):

  • Develop an onboarding plan for new users of Open Boxes
  • Manage the training of new users in Open Boxes, and conduct regular refresher trainings for all users
  • Support the development of training documentation for Open Boxes globally by documenting features in the Open Boxes wiki and developing short training videos
  • Conduct training for all users when new features are released

    Software testing and implementation (10%)

    • Assist with configuration and testing of new features
    • Prepare data imports for implementation of Open Boxes at new facilities
    • Create implementation work plans and travel to implement Open Boxes or new features at PIH-supported sites in Sierra Leone

      General Operations Systems Support (20%)

      • Provide user support for digital tools used by operations team members, including Microsoft Teams and PowerBI
      • Support the implementations of new software systems within the operations team as needed. This could include systems related to biomedical and facilities maintenance and medication dispensing
      • Ensure electronic systems are well-integrated into daily operations processes
      • Ensure PIH stakeholders outside of the operations team understand how operations systems align with and support their work
      • Promote the use of operations data for decision making by working with PIH leadership and M&E colleagues to conduct and use data analyses

        Prevention of Sexual Exploitation, Abuse and Harassment

        At Partners In Health, we are committed to ensuring that those who benefit from our work- including our patients, families and community members – as well as our staff are treated with dignity and respect and protected from sexual exploitation, abuse and sexual harassment. A range of pre-employment checks will be undertaken in conformity with Partners In Health’s PSEAH policy. Partner In Health will request information from applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

        Education and Work Experience Requirements

        Qualifications:

        • Required:
          • Combined 6-8 years’ experience and education (post-secondary degree counts towards education) in supply chain, operations, informatics, or similar field, including at least 1-2 years of experience providing trainings and user support for software
          • Experience with Enterprise Resource Planning (ERP) systems or Logistics Management Information Systems (LMIS) or proven ability to learn new software quickly
          • Advanced Excel skills
          • Strong analytical skills and demonstrated success solving problems creatively
          • Exemplary interpersonal and communication skills; ability to collaborate effectively with culturally diverse staff across departments and countries
          • High attention to detail and ability to respond to changing priorities
          • Ability and willingness to travel within Neno District as needed to remote areas with limited infrastructure development
          • Interest in social justice and health equity
            • Preferred:
              • Experience managing and analyzing large data sets

                Experience with IT, tech support, software development, or software implementation

                Social Justice

                We are a global health and social justice organization that responds to the moral imperative to provide high-quality health care globally to those who need it most. We strive to ease suffering by placing patients at the center of all care, bringing the benefits of modern medicine to all.

                Method of application

                Interested candidates are required to apply through our website: www.pih.org/employment. In your application, please ensure to include names, addresses, email addresses and telephone numbers of three (3) referees not later than Monday 6th May 2024 @ 12:00pm GMT (Midnight) on