Operations Liaison Officer

Operations Liaison Officer

• Category: Business Administration, Exec. / Management, Operations Management
• Type : Job Opportunity
• Location: Phnom Penh
• Schedule: Full-time
• Salary: N/A

• MEDICAL SERVICES OPERATIONS
• Site Liaison
• Develop and maintain a supportive and coordinating approach with site staff.
• Ensure that all staff enquiries are answered in a timely and professional manner. Response to staff should aim to be provided within 24 hours of initial contact.
• Collect MS sites team timesheets, check them with MS roster and MS allowance policies, and submit to MS Operations Manager for approval.
• Collect MS personnel’s business trips expense claims, check with MS roster, Intl.SOS Cambodia Travel policies and
• MS allowance policies, and submit to MS Operations Manager for approval.
• Assist to collect certificates and other required documents from MS personnel; maintain accurately and up to date MS personnel personal files and CVs.
• Assist to maintain accurately and up to date MS personnel personal contact information in Oryx database.
• Ensure Intl.SOS Policies and Procedures are adhered to at all times.
• Maintenance of data accuracy for all sites and staff in Oryx database.
• Effective and timely communication of any problems or potential problems which may jeopardize site relationships / client relationships or evoke a client complaint.
• Ensure site communication occurs in line with the Intl.SOS Medical Services structure.
• Site Support
• Assist to pre-briefing MS staff in case mobilize/change to MS site.
• Assist with implementation of MS Policy and Procedures on existing and new incoming MS sites to ensure all operations and activities on sites are in the highest level.
• Follow with MS Reporting Schedule for MS sites in Cambodia ensure that all MS sites/staff submit all required reports to MS department in time & filled correctly as per schedule.
• Assist with implementation on all MS sites in Cambodia of new inventory control system and train MS staff how to use it.
• Assist to collect result of Self Audit from all MS sites and submit to MS Ops Manager.
• Collect data from MS sites and produce statistic report to Intl.SOS Admin Department.
• If required, assist with process of demobilization of MS site/medic.
• If required, assist with setting up new MS sites in accordance to instruction from MS Operations Manager.
• Perform short terms locums when required (medical standbys, site locums, medical escorts, etc.).
• Ensure/assist in the implementation of new software (for instance: Argos) for the MS sites.
• Travel & Staff Logistics
• Maintain accurately and up to date MS personnel work schedule / rosters.
• Arrange for existing and new recruited MS personnel transportation/accommodation and other requiring travel documents (for: attend trainings in MS office, on designated onshore/offshore site or training center; to and from between MS personnel home and clients site etc) according to MS Ops Manager instruction and Intl.SOS Cambodia Travel Policies.
• Liaise with client’s logistical personnel and book transport to the site as and when required.
• Arrange/liaise visas/pertinent letters/certificates for MS staff joining/leaving the project site.
• Inform MS personnel on timely basis about incoming crew change and arranged transportation/accommodation.
• Under the direction of MS Operation Manager arrange required business travels (transportation/accommodation, travel documents etc.) for MS Operations Manager to existing/potential MS sites/clients and meetings.
• Maintain good communication with client’s logistical personal and suppliers
• Supply Chain Procurement
• Maintain good communication with suppliers of medical supplies and information in regards to available in their stock med. equipment.
• Ensure that quotations from medical equipment suppliers for MS standard list are up-to-date and Intl.SOS MS Cambodia medical equipment catalogue is updated.
• Provide quotation for requested medical equipment to Intl.SOS S&M team or Intl.SOS Cambodia clinic Managers if required.
• Order and deliver requested medical equipment to Intl.SOS MS sites and other clients with all required supporting documents / Intl.SOS DOs (Delivery Orders etc./
• Follow up with the clients DOs for delivered med. equipment and ensure all med. equipment delivered as per clients PO, DOs signed by client authorized person and send back to Intl.SOS Account department.
• Receive and check invoices from medical equipment suppliers, compare with Intl.SOS PO then attached with related documents and submit in time to Intl.SOS Accounting department.
• If required, assist with deliver trainings to the clients about operation and maintenance of the medical equipment.
• Ensure Intl.SOS MS Cambodia PR (Purchase Requisition) & PO (Purchase Orders) register is filled correctly with all required information and up-to-date.
• Maintain and create a network of accredited suppliers
• Training
• Order and coordinate training materials for First Aid Trainings.
• If required, prepare all required training materials and equipment; pre-brief Intl.SOS MS trainers before send to deliver training to clients.
• Receive and check all after delivered First Aid Training: equipment, documents from trainer; update First Aid Training (FAT) Database, printing FAT Certificates and deliver to clients.
• Maintain all medical equipment in MS training room. Ensure that the copies of the manufacturer’s operating manual and report of maintenance/calibrations are available if applicable.