Operations Coordinator

Job Overview:

Provide quality logistical support and liaison with rotational staff in area of responsibility which will lead to professional and efficient service delivery to the client.

Key Responsibilities:

1.LOGISTICS

1.1.Rosters and Rotations

• Develop the roster for each staff member on each site on Kronos as per the applicable P&Ps. 3 months in advance (In conjunction with CM/PM/OM if applicable).
• Send the roster to each staff member after it is developed and obtain their approval.
• Changes to the roster by the staff should be agreed with their back-to-back or leave relief and the changes reflected on Kronos providing they are in line with their rotation schedule.
• Maintain Kronos with necessary updates or changes as they occur.
• Notify the SLM with locum needs well in advance to source suitable coverage.

1.2.Flight, Travel and Accommodation Arrangements

• Arrange flights and other travel for each rotation 4 to 6 weeks before the rotational date for routine rotations according to the company travel policy or the client contract.
• Communicate the flights itinerary to the staff member and seek agreement on the itinerary before ticket issuance.
• Raise LPO for arranged flights on Oryx.
• Arrange accommodation if required according to the travel and entertainment policy.
• Arrange ground transportation if applicable.
• Document all arrangements on Kronos for the applicable rotation.

1.3.Communication with Client and Staff

• Inform the client of the arrangements and arrival date of staff to arrange meet-and-greet service and transfer to site and ensure confirmation is received.
• Ensure meet & greet arrangements are communicated to staff before deployment.
• Send a mobilization notification to staff with e-tickets other arrangements and any other instructions for each rotation and ensure confirmation is received.
• Ensure to use the standard deployment email for the first rotation.
• Send the new staff a site presentation, country guide and the travel security policy.
• Make the staff complete and sends back the personal information sheet.
• The staff contact details should then be updated on Oryx.

2. HUMAN RESOURCES

2.1.Timesheets

• Receive timesheets of all staff as per the Timesheet P&Ps for preparation of Payroll report and for billing purposes.
• Save both provisional and final timesheets in the MS folder.
• Upload the month end final approved timesheet on Oryx.

2.2. Payroll activity report (before 12th of each month)

• Prepare monthly activity report to reflect all staff's on and off days for International Assignee Services using the provisional timesheet and Kronos.
• Prepare all expense claims received for the month and have these approved according to the P&Ps.
• Save the expense claims in the MS Folder.
• Insert the expense amount that needs to be reimbursed to the staff on Kronos for payroll extraction.
• Raise Purchase orders on Oryx for rechargeable expenses after the necessary approval is obtained so they could be recharged to the client.

2.3.Recruitment of new staff for existing positions

• Monitor the recruitment process to ensure that you have a replacement in time.
• Submit CV to the client for approval when the Medical Director approves the CV.
• Liaise with IAS Recruitment and IAS Business Partners for all staffing requirements and changes.

2.4.Resignations/Terminations

• When notified by Medsite Management, the Medical Director or SLM that a staff to be terminated or will resign notify IAS Business Partner and IAS Recruitment teams.
• Complete steps as outlined in the demobilization checklist.
• Upload demobilization checklist to Oryx.

3.STAFF AND SITE LIAISON

• Develop a good working relationship with site staff.
• Reply to e-mail and telephone calls promptly (by the next working day if not an emergency).
• Refer any actual or potential problems that may damage client or staff relationships to SLM and Medsite Director.
• Actively seek information or solutions to staff's logistical issues and give feedback to staff by next working day (if not an emergency).
• Refer all non-logistical issues to relevant departments (i.e. Medical Support, IAS); it is not the responsibility of the SLO to solve these problems, but to ensure it is attended to.
• Log calls to staff as well as follow up actions on Kronos.
• Ensure that Oryx is updated with medical staff details Reflect changes to staff details including contact numbers and email addresses on Oryx.

4. CUSTOMER SERVICE

• Ensure high standard of customer satisfaction by taking a hands-on, personal and direct approach.
• Encourage a culture of customer service amongst staff and colleagues.
• Promote teamwork with all staff and colleagues.
• Display a positive attitude to staff and clients.

5.MOBILIZATION OF NEW STAFF

• Arrange induction/training.
• Request for 365 email account.
• Request PPS Access (if required).
• Register the staff for MSRC.
• Register the staff for receipt of Medical & Security Alerts.
• Arrange logistics for deployment to site.
• Ensure to provide soft copies of the timesheet template, expense claim form, medical claim form.
• File all documents in MS Files.
• Determine uniforms requirements and issue to staff or inform staff what to acquire.

6.REPORTS

• Upload monthly reports to Oryx as received from sites.
• Upload monthly report amendments as received from OM.

7.GENERAL AND ADMINISTRATIVE RESPONSIBILITIES

• Update staff files to ensure that we have the following documents:
• Passport copy
• CV
• Passport photo
• License/registration documents
• Main Qualification Copy
• BLS/ACLS/ATLS or ITLS certificates
• HUET / BOSIET or FOET certificates
• FTW/OGUK/NMA
• Vaccination Certificate

• Ensure all the above documents are uploaded on Oryx.
• Attend weekly meetings as directed by the SLM to report on and discuss issues relating to the operation and improvement of services and activities.
• Perform any other duties as required and directed from time to time by the SLM.

Required Skills and Knowledge:

• Professional written and verbal communication skills
• Time management
• Team player
• Leadership
• Cultural awareness
• Able to adapt to a fast paced and changeable environment.

Required Work Experience:

• 3-5 year of experience in logistics, travel, administrative sphere, customer service and human resources.

Required Qualifications:

• University Degree

Required Languages:

• English & French language skills (oral and written) essential.
• Knowledge of additional language is a significant advantage.

Travel / Rotation Requirements:

• Minimal travel required.