Operations Support Specialist - Admin

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

B. Key Responsibilities

1. LOGISTICS
   1. Travel Coordination
      • Arrange flights and other travel according to the company travel policy or the client contract.
      • Communicate flight itineraries to the staff member and seek agreement on the itinerary before ticket issuance.
      • Arrange accommodation if required and according to the travel and entertainment policy.
      • Arrange ground transportation or shuttle if applicable.
      • Share staff itinerary with Client or Site Leadership as needed.
      • Be reachable for urgent rebookings and lastminute cancellations or travel delays.
      • Arrange logistics for induction/training needs in the nearest office if applicable.

1. 1. Manage additional people movement duties as assigned by the Operations Manager.

1. OPERATIONS SUPPORT
   • • Work with Recruitment and local Project Manager to monitor the recruitment process to ensure that projects have a replacement in time.
   • Mobilization
     • Ensure all staff have a valid visa & passport for their country of assignment if applicable.
     • Assist staff in obtaining visas if applicable.
     • Ensure that visas and passports are renewed on time.
     • Collect Mobilization Info Form from each incoming staff member.
     • Complete Medical Screening process if applicable.
     • Work with candidates to complete and submit background check paperwork if applicable.
     • Work with candidates to complete and submit credentialing paperwork if applicable.
     • Ensure candidate completes all additional paperwork & training required contractually or for access to site.
     • Support mobilization of accompanying dependents if applicable.
     • Maintain updated mobilization checklist.
   • Demobilization
     • Arrange travel to HOR.
     • Terminate accounts listed below under Access in a timely manner as necessary.
     • Ensure CAC is returned if applicable.
     • Update Client and internal partners of terminations/ resignations.
     • Maintain updated demobilization checklist.
   • Expenses
     • Support the Operations Support Manager in expense duties as assigned.
   • Access
     • If applicable request access for new staff to shared mailboxes.
     • Update distribution lists as necessary.
     • If applicable register staff for MSRC access.
2. Communications and relations
   1. Communication with Client Site & Project Leadership
      • Update leadership team on staff Mobilization/Demobilization Status.
      • Send site presentation to new staff.
      • Refer any actual or potential problems that may damage client or staff relationships to the Operations Support Manager and Project Manager. 
      • Attend weekly meetings as directed to report on and discuss issues relating to the operation and improvement of services and activities.
   2. Operations Specialist
      • Develop a good working relationship with site staff & leadership.
      • Reply to email and telephone calls promptly (by the next working day if not an emergency).
      • Actively seek information or solutions to staffs logistical issues and give feedback to staff by next working day (if not an emergency).
      • Refer all nonlogistical issues to relevant departments (i.e. HR Finance Contracts; it is not the responsibility of the Operations Support Team to solve these problems but to ensure they are attended to.
      • Distribute instructional materials for Concur MS 365 and Expenses.
   3. Credentialing
      • Ensure that the following items are uploaded to both Sharepoint and ConnectTeams:
        • Passport
        • CV
        • Applicable credentials including BLS ACLS License Board Certifications etc
        • Background check results
        • Medical Clearance
        • All other contractually required documents.
      • Assist to ensure ConnecTeams is updated with changes in credentials or staff contact details.
      • Assist recruiter with updates to Staffing Tracker and Organizational Charts as applicable.
3. ORGANIZATION
   • • Assist with Creating and updating onboarding checklist.
     • Assist Operations Support Manager in updating onboarding Processing Checklist.
     • Assist Operations Support Manager in updating and creating checklist for new employees to use.
4. CUSTOMER SERVICE
   • • Ensure high standard of customer satisfaction by taking a handson 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. Additional Duties
   • • Additional duties as assigned
     • Suggest process changes for the purpose of improvement or budget savings.
     • Budget vigilance.

Qualifications :

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 Competencies

• Dealing with Ambiguity Effectively copes with change; ability to shift gears comfortably; can comfortably handle risk and uncertainty.
• Compassion Genuinely cares about people concerning work or personal matters; is available and ready to help; is sympathetic to the plight of others; demonstrates empathy.

• Customer Focus Is dedicated to meeting the expectations and requirements of internal and external customers; gathers firsthand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
• Ethics and Values Adheres to an appropriate and effective set of core values and beliefs; rewards the right values and disapproves of others; practices what he/she preaches.
• Humor Has a positive and constructive sense of humor; can laugh at him/her and with others; is appropriately funny and can use humor to ease tension.
• Planning Accurately scopes out the length and difficulty of tasks and projects: sets objectives and goals. breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.
• Problem Solving Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesnt stop at the first answers.
• Technical Proficient in the use of Microsoft Outlook Excel Word and PowerPoint; comfortable using various SaaS platforms and adapting to new digital tools

• Written Communication Able to write clearly and succinctly in a variety of communication settings and styles: can communicate messages that have the desired effect.

Required Work Experience (Brief description of the jobrelated experience needed to perform the job)

• 35 years of experience in logistics travel administrative sphere customer service and human resources.
• Preferred experience in mobilizing/demobilizing US DoD and DoS projects.

Required Qualifications (Brief description of the educational background needed to perform the job)

• University Degree Preferred

Required Languages (Brief description of the language skills needed to perform the job)

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

Travel / Rotation Requirements 

• Minimal travel: Travel to sites and frequency will be based on business need.

Additional Information :

Pay range is based on several factors and may vary in addition to a full range of medical financial and/or other benefits. Final salary and offer will be determined by the applicants background experience skills internal equity and alignment with geographical market data.

Benefits Fulltime positions are eligible for our comprehensive and competitive benefits package including medical dental vision and basic life insurance. Additional benefits include a 401k plan paid time off and an annual bonus. International SOS complies with all federal state and local minimum wage laws. 

International SOS Government Medical Services is an equal opportunity employer and does not discriminate against employees or job applicants on the basis of race color religion gender sexual orientation gender identity national origin age disability genetic information marital status amnesty or status as a covered veteran in accordance with the applicable federal state and local laws. 

Remote Work :

No

Employment Type :

Fulltime