Administrative Operations Specialist

6 hours ago

Kuwait City, Al Asimah HealthCare Dynamics Gen. Trading Company W.L.L Full time

Overview

  • The HealthCare Dynamics Gen. Trading Company W.L.L is seeking a highly skilled Administrative Operations Specialist to join our team in Kuwait.

The successful candidate will be responsible for assisting the Operations Manager in identifying contractual requirements and program deliverables. They will organize priorities and collaborate with the team to determine timely data reporting, provide guidance and clarification on certain tasks, projects, and new company policies and procedures, CDRL submissions, validation of data input from CSD functional departments ensuring all WBS input are submitted and approved timely.

Responsibilities

This position description is subject to change at any time as needed to meet the requirements of the program or company.
  • The Administrative Operations Specialist will provide administrative and operational support to the Sr. Director and the Operations Manager in accordance with contractual requirements, and applicable policies, procedures, and guidelines.
    • Ensures all CDRL reporting requirements are met within the established timelines.
    • Provides administrative support to different departments, which can range from scheduling meetings and managing correspondence to preparing reports and presentations.
    • Collects and analyzes data to inform decision-making processes. This can involve generating operational reports, tracking key performance indicators (KPIs), and presenting data insights to the Sr. Director and MOC Team.
    • Assists CSD operations manager in the planning and execution of projects, ensuring that project milestones are met on time and within scope. This includes coordinating with the CSD Department managers, tracking project timelines, and managing project documentation.
    • Facilitates effective communication and collaboration between various departments and the Sr. Director. This ensures that everyone is aligned with Directorate goals and that information flows smoothly.
    • Manages logistics related to generating and tracking PRs and distribution of resources. This includes liaising with CMW and buyers to ensure timely delivery of materials.
    • Ensures that operations comply with relevant regulations and standards, and managing risks associated with operational activities.
    • Collects reports from the functional departments, prepares the slides for review and approval of the Sr. Director.
    • Tracks current TDP requirements, 6-month average data, current data, and monitoring of LOTD status.
    • Ensures all active assets on CDRL L-15 are listed and movements are captured as per the received LOTD.
    • Consolidates and analyzes monthly data against the TDP requirements for the CDRL P-17 and verifies data below the requirements and ensures justification is provided by the management.
    • Consolidates and analyzes PMR data, monthly & quarterly data input with the corresponding CDRL P-17 and TDP for the applicable period of performance.
    • Tracks the directorate fill and attrition rates.
    • Maintains CDRL data for historical reference and OY exercises.
    • Manages SharePoint Trade and Training Certification by uploading valid certificates as per the employee's job position requirement to the portal.

Qualifications

  • MINIMUM QUALIFICATIONS:
    • Education/Certifications: One-year related experience may be substituted for one year of education if degree is required.
      • Bachelor's Degree preferred and/or related experience in Community Services Operations.
    • Experience:
      • Minimum 7 years' experience in an administrative role (Medical Administration, MWR, Postal, Hotel or Billeting Operations).
      • Familiar with U.S. Army Protocols.
      • Prefer experience in planning, supervising, managing, and conducting overseas Administrative operations.
      • Must be self-motivated and work with minimal guidance and/or supervision.
      • Must have 3+ years of customer service experience.
    • Skills:
      • Must have excellent oral and written skills.
      • Knowledge of business and management principles involved in strategic planning, resource allocation, leadership techniques, production methods, and coordination of people and resources.
      • Knowledge of principles and processes for providing customer and personal services.
      • Knowledgeable of how to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
      • Must be able to read, write and speak the English language with proficiency.
      • Must be capable of typing a minimum of 40 words per minute with a high degree of accuracy.
      • Must know or be capable of gaining an understanding of the Operations section and an understanding of the mission of the Community Service Directorate.
      • Requires a collaborative work style, fostering cooperation and teamwork.
      • Must have a high level of proficiency in the use of MS Office and/or other related applications.
    • MATERIAL & EQUIPMENT DIRECTLY USED:
      • Computer, laptops, scanners, printers, or other network equipment and other general office equipment.
    • WORKING ENVIRONMENT:
      • Duties will involve working outdoors with a potential exposure to extreme climatic conditions including frequent dust storms, and high temperatures - up to 130F degrees in the summer months. Potential exposure to chemical or biological agents could exist. Employee use of Personal Protective Equipment (PPE) in certain areas is required. Such PPE includes but is not limited to head, foot, hand, torso, respiratory, vision, and hearing protective devices. Normal work week is 48 hours but must be able to work overtime or nights as required.
    • PHYSICAL ACTIVITIES:
      • Must be able to lift 25lbs continuously and 50lbs intermittently. Must be able to work overhead with arms raised for extended periods.
      • Required to observe all safety and health requirements for the office environment.
      • Must have a professional appearance, consistent with local customs.

We are committed to an inclusive and diverse workplace that values and supports the contributions of each individual. This commitment along with our common Vision and Values of Integrity, Respect, and Responsibility, allows us to leverage differences, encourage innovation, and expand our success in the global marketplace. Vectrus is an Equal Opportunity /Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, protected veteran status or status as an individual with a disability. EOE/Minority/Female/Disabled/Veteran.

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