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Operations Officer Mac Staffing Solutions

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Mac Staffing Solutions

Seed Global Health (Seed) envisions a world in which every country is strengthened by a robust health workforce to best meet the health needs of its population. Seed’s mission is to educate a rising generation of health professionals to strengthen access to quality care with a goal of saving lives and improving health. Seed is unique in its approach by focusing on the education and training of doctors, nurses and midwives. By training health care professionals and health educators, Seed seeks to empower current and future generations of health providers so that good health is not the privilege of a few, but the right of all.
Seed focuses on strengthening the education, practice, and policy of the local professional health workforce in Africa. Seed’s core strategy and primary entry point centers on placing skilled and qualified educators at partner institutions for a minimum of one academic year. Seed also supports educators and partner institutions through a diverse and complementary package of services aimed at advancing health professional education in the classroom and clinical setting. By investing in long-term partnerships for improved health professional education, we help to create a stronger, more sustainable health workforce that is both locally led and better able to meet local health needs.
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Position Summary:
The Operations Officer (OO) contributes his/her energy, passion, and skills primarily to supporting the start-up and growth of Seed’s operations in Zambia. The OO should have a strong background in financial operations with the ability and enthusiasm to support various other aspects of operations such as: administrative tasks, logistics, human resources support, corporate administration, partnership and educator engagement, and special projects related to organizational needs and priorities as requested. The OO liaises directly with Seed staff in Zambia and at headquarters in Boston, USA. This is a full-time position based in Lusaka, Zambia and will be supervised by the Country Representative.

Responsibilities and duties:

Administrative and logistics support

  • Collaborate with the Finance & Administration, Country Operations at HQ to ensure all administrative elements are executed in accordance with Seed policy and procedures
  • Provide general administrative support to the Country Representative, including coordinating travel, scheduling meetings, and creating and distributing written materials
  • Coordinate with external partners and Seed Boston office to set up meetings and draft itineraries for upcoming visits and travels
  • Collaborate with Country Representative and Boston office to establish country office operational systems, including administrative, human resources, and educator support systems
  • Support the Country Representative in establishing office facilities and equipping them with furnishings and equipment
  • Manage country office procurement, including generating a database of providers for goods and services commonly required by the country office, regular procurement of office supplies, assisting Seed partners with program-related purchases, and coordinating deliveries and pickups of office or other supplies
  • Prepare and track contracts and agreements, i.e. Memoranda of Understanding, partnership agreements, consultant agreements, vendor agreements, and maintain cloud-based document archive
  • Manage country office inventory, including preparing for the an annual inventory of all equipment and supplies
  • Manage corporate registration deliverables, including annual corporate renewals and regular filings with tax authorities, in collaboration with legal representatives
  • Provide day-to-day monitoring and reporting of safety and security for Seed operations in Zambia, including participating in OSAC and managing Seed’s Safety and Security Contingency Plan (SSCP) for Zambia, and coordinate with Seed HQs on any international visits and emergencies affecting Seed staff and educators
  • Liaise between Seed Global Health and in-country HR and legal firms
  • Coordinate in-country program-related travel and logistics
  • Participate in regular Seed team meetings as required

Finance Support

  • Collaborate with the Senior Finance Manager at Headquarters to develop Seed’s financial systems in Zambia and to ensure financial operations are executed in accordance with Seed’s policy and procedures
  • Administer country office financial cycle including accounts payable and receivable and petty cash account disbursements and reconciliation. Once the financial system is set up, administer the daily bookkeeping
  • Track country office budgets and prepare monthly funds request in close collaboration with Country Representative and Boston staff
  • Assist in the administration of the country office bank account, including correspondence with bank, preparation of monthly cash flow requests, and monthly reconciliations
  • Prepare and submit periodic financial reports of the country program activities to Boston within agreed timelines

Educator & Partnership Support

  • Liaise with the Program Manager, Country Operations to coordinate educator on-boarding logistics in Zambia, including assisting with the identification of suitable housing, medical/nursing licensure, and work permits
  • Assist with logistics related to educator orientation and offboarding in collaboration with relevant team members
  • Assist the Country Representative in responding to educator requests during their service


  • Passion and commitment to Seed’s mission
  • Bachelors’ degree in any field from a recognized University. Qualifications in Project Management/Business Administration/Finance or related fields are an added advantage.
  • Experience in finance, administration, developing and tracking budgets, logistics, and operations.
  • At least 2-3 years’ work experience working within an NGO
  • Experience initiating/supporting new INGO programs preferred
  • Strong sense of accountability, personal initiative, and responsibility
  • Excellent interpersonal skills, including flexibility and a sense of humor
  • Demonstrated cross-cultural sensitivity and ability to build respectful relationships with colleagues from different cultural, linguistic, and educational backgrounds
  • Ability to work collaboratively in a fast-paced and young organizational work environment
  • Familiarity with Google Suite, Microsoft Word/Excel/Powerpoint, Zoom, Dropbox preferred
  • Ability to meet frequent demands to juggle shifting priorities and deadlines
  • Be legally authorized to work in Zambia throughout employment
  • Experience living/working in Zambia

Working Conditions:

  • Will be based in Lusaka, Zambia
  • Will be expected to travel domestically for partnership related activities
  • May be expected to travel internationally once/year for a Seed sponsored activity
  • May have to walk long distances on unpaved roads or uneven terrain
  • May have to work in confined and/or overcrowded spaces
  • May have to work in extreme heat/humidity, dusty or muddy conditions
  • May have to stand for extended periods of time

Seed does not discriminate on the basis of race, color, gender, handicap, age, religion, sexual orientation, or national or ethnic origin.

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Closing Date : 8th April, 2021.

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