Operations Officer 109 views0 applications

Position:  Operations Officer 

Reports to: Deputy Chief of Party (DCOP)

Job Grade/Ranking: SIE-05

Project: USAID/Ethiopia Performance Monitoring and Evaluation Service (EPMES) Activity

Duration: Full time (April 1, 2019 – April 3, 2020)

Who we are:

Social Impact (SI) is an international development management consulting firm based in the United States, Washington DC. SI’s mission is to improve the effectiveness of international development programs in improving people’s lives. We provide a full range of management consulting, technical assistance, and training services to strengthen international development programs, organizations, and policies. We provide services globally in the areas of monitoring and evaluation, strategic planning, project and program design, organizational capacity building, and gender and social analysis. SI services cross-cut all development sectors including democracy and governance, health, education, the environment, and economic growth. SI’s clients include US government agencies such as USAID, the Millennium Challenge Corporation, the US Department of State, bilateral donors, multilateral development banks, foundations, and non-profits.

Job Summary:

Reporting to the Deputy Chief of Party (DCOP), the Operations Officer provides operations support in the areas of safety and security, field operations and management, logistics, procurement, and administrative support for the Ethiopia Performance Monitoring and Evaluation Service (EPMES) Activity. S/he will oversee all aspects of procurement of goods and services according to USAID rules and regulations, as well as ensure provision of logistical and office administrative support for all project activities. The Operations Officer supervises the Driver/Logistics Assistants and Office Cleaner.

Responsibilities:

• Logistics Planning and Management

–          Field travel management, including arranging air travel and lodging for travelers

–          Arrange vehicle rentals and taxis for field trips and within the city

–          Assist in coordination of workshops, trainings, etc.

–          Arrange venues and set up for EPMES events

–          Coordinate catering and printing materials

• Procurement Activities & Assistance

–          Assist in collating and revising Requests for Quotations (RFQs)

–          Review and assess quality assurance for vendor quotes or proposals

–          Draft justification for selection of vendors in accordance with USAID and SI policies

–          Draft purchase orders and supporting documents to complete procurements

–          Maintain close communication/relationship with local vendors and service providers to ensure greater compliance with contract terms

• Supply Management

–        Keep records of office equipment, furniture, and supplies inventory

–        Prepare regular Fixed Assets Reports and project inventories

–        Manage office supplies including stationery, utilities, and other supplies (maintain storage stock)

–        Ensure the functionality and maintenance of all office equipment, such as the office printer

–        Monitor efforts by Logistics Assistants/Drivers to prepare procurement documents

• Office Safety and security

–        Serve as daily point of contact for security matters inside office and field teams by coordinating and documenting all security incidents with the DCOP

–        Maintain office security with periodic check-ins with landlord and the in-house security company

–        Maintain emergency contact list of project staff and conduct periodic testing of staff phone tree

–        Prepare welcome packet for travelers to Ethiopia, including a detailed security brief and safety procedures

–        Conduct oral security briefings with HR to all incoming consultants and new hires

–        Maintain regular contact with SI-HQ Security Team for reference and policy updates

• Office Administration

–        Answer the SI-Ethiopia phone

–        Compile, properly organize, and record office documentation and correspondence

–        Ensure all annual vehicle insurance policies/plans are renewed in a timely manner

–        Ensure vehicle maintenance and service plans are followed by the Drivers/Logistics Assistants

–        Liaise with Ethiopian Immigration to facilitate business visas for HQ staff and international consultants

• Petty Cash Management and Control

–        Responsible for monitoring petty cash and emergency funds in compliance with SI procedures

–        Conduct regular cash counts and safekeeping

• Supervisory Role

–        Supervise two Drivers/Logistics Assistants and one Office Cleaner

–        Discuss performance goals and conduct annual performance appraisals of supervisees

–        Perform any other duties as assigned

Job Requirements

Qualifications and Work experience:

• Bachelor’s degree in Business Administration, Office Management, or related field
• Minimum of 3 years of hands-on operations and administrative support experience
• Excellent computer skills, particularly with Windows, Microsoft Office applications, required.
• Strong professional, interpersonal, and written and oral communication skills (in English and Amharic)
• Must be fully comfortable using online applicant systems and candidate databases as a recruitment tool
• Experience with security protocols in an office setting a plus
• Proven ability to effectively manage a varied workload with competing tasks and work with tight deadlines
• Ability to work well in teams, as well as independently
• Capable of independent action and sound judgment
• Must have strong problem-solving skills