ASSISTANT MANAGER - OPERATIONS SUPPORT - KARACHI

GENERAL PURPOSE:

The Assistant Manager Operations is responsible for overseeing and managing the billing, invoicing, and documentation processes within the ERP system for ambulance services. This role ensures the accuracy, efficiency, and compliance of all financial and operational records, contributing to seamless service delivery and client satisfaction.

JOB RESPONSIBILITIES & AUTHORITIES:

• Generate and manage all PRs for routine required stock and for new items.
  • Generate and manage all PRs for Operations (All Regions).
  • Generate and manage all PRs for CCC Karachi.
  • Processing of new ERP login accounts of Stations Staff.
  • Take frequent follow-ups until completion of tasks including inspection of items procured which arrive in MMD dept.
  • Checking and reconciling Petty Cash expense documents for SIEHS stations on daily basis.
  • Advance/ Settlements for all SIEHS stations in case of advance acquired by DMOs.
  • Settling the advance on time to Finance department.
  • Managing expense claims for all SIEHS stations & Command & Control.
  • Maintaining data base for all the SIEHS stations Petty Cash expenses and Cheques.
  • Handing over cheques to concerned vendors/DMOs after receiving them from Finance department.
  • Petty Cash request issuance for new stations.
  • Cheques depositing in Banks.
  • Processing of Per diems of all SIEHS Operations Management, CCC & Stations staff.
  • Follow ups on cheques and bank deposit.
  • SSGCL bills payment processing.
  • PTCL bills payment processing.
  • Electricity bills (HESCO & SEPCO) payment processing.
  • WASA Bills payment processing.
  • Oxygen refilling for all SIEHS Stations.
  • Transportation of oxygen cylinders for all SIEHS.
  • Receiving, checking and verifying all vendor invoices for payment processing.
  • Processing Service Completion notes of all vendors for payments.
  • Submitting all GRNs (Goods Received Notes) for vendors to MMD for payments.
  • Maintaining monthly generator running and fueling report
  • Preparing of TRF for All SIEHS Operations Management & Stations staff.
  • Uniform and Shoes arrangements for SIEHS Operations & Command & Control Staff.    
  • CCC Shifts transport arrangements.
  • Oversee all aspects of general office coordination.
  • Make travel arrangements for staff.
  • Arrange for the repair and maintenance of office equipment.
  • CCC Stationery, Grocery and Other logistics arrangements.
  • Assisting and supporting the DIRECTOR operations in day-to-day business activities.

• Ensure implementation of agreed goals and objectives with DIRECTOR Operations within the agreed time line.
• Performing any other task assigned by the Director operations.

• Overall Coordination:
  • General business facilitation and coordination with EMS team for execution of agreed action-points, follow ups, feedback and update circulation.
  • Functional coordination with support services in particular with Admin & Security, IT, Supply Chain and MMD. Close liaison and integrated action information to EMS team.
  • Continuous follow ups and liaising with Supply Chain dept. / concerned BUs in lieu of Samples arrangement till the completion of the PR.
  • To understand and expedite the processes which are crucial to ensure the timely completion of tasks pertaining to EMS, ensuring that 24/7 EMS operation is not hindered.
  • Coordination with all SIEHS stations relating to preparation of Petty Cash cheques.
  • Coordination with all SIEHS stations pertaining to timely delivery of Oxygen Cylinders.
  • Intimating all SIEHS stations regarding schedule of delivery of oxygen cylinders in case of Gazette holidays.
  • Maintaining record on Microsoft excel for monthly Oxygen refilling and transportation of oxygen cylinders for SIEHS.
• Filing:

Maintain proper filing system for miscellaneous items such as:

• Petty Cash.
  • Advance Settlement.
  • Expense Claim.
  • Per diems
  • Service Notes.
  • Vendor invoices.
  • Utility Bills
  • ROPs
  • Miscellaneous documents.

COMPETENCY MATRIX:

Technical Skills

• Data analysis skills
• Communication and Influencing Skill
• MS-Office Skills
• Healthcare Protocols

Management Skills

• Should have excellent leadership and management skills.
• Excellent communication skills
• Able to work with diverse groups of people.
• Good analytical abilities to grasp the key points from complex details.
• Should be a good team player and be willing to learn.
• Project Management.
• Time Management.

Key Attributes

• Able to work with diverse groups of people at different geographic locations across SIEHS.
• Able to work independently, efficiently, assess priorities with a high level of accuracy.
• Committed to values of equity, integrity and access for all.
• Sound judgment, professionalism, patience and a positive attitude.
• Good analytical abilities to grasp the key points from complicated details.
• Think out of the box.

Qualification: Intermediate or preferable Bachelor’s degree in a relevant field

Experience: 3-4 years of work experience in related field preferably in healthcare organizations of respective domain.

Training/Courses: Advance Excel / Power BI preferable

Age Requirement: Min. 24 years

Domicile: Sindh

Gender: Male / Female

Location: Karachi