Operations Coordinator

Organization

iMMAP is an international nongovernmental organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

The Operations Coordinator will work with the iMMAP Inc. Ethiopia team and the iMMAP Global HR and Security Department to ensure clear recruitment processes, staff wellbeing and safety and security of all in-country staff.

The primary function of the Operations Coordinator is to help the Country Representative on all HR, Logistics, and safety and security issues, as they relate to staff and programs in Ethiopia.  The Operations Coordinator is responsible for all HR related duties, including recruitment, induction, and performance evaluation, while ensuring that the organization is operating in full compliance with the Ethiopian legal environment. The Operations Coordinator is the primary focal point for logistics where required including, procurement, and asset management. The Operations Coordinator will monitor and assess local security conditions and make recommendations to the Country Representative and the Global Security Manager as appropriate. The Operations Coordinator is committed to implementing and maintaining the highest standards of security and contingency planning to ensure the safety of all staff in country.

As a member of the country senior management team, the Operations Coordinator is responsible for the management and deliverables of the country projects, with a focus on operational management and legal compliance. They will report directly to the Country Representative with technical reporting line to the Global Security Manager, People and Culture Director, and Operations Director.

Description of Duties

Policies and Guidelines

• Collaborate with the Country Representative and Global HR, Finance, Procurement and Security departments on updating and establishing the strategic and operational policies, guidelines, and procedures, and if needed, contextualize these documents while being compliant with the legal requirements of Ethiopia and donor requirements.
• Take leadership on implementation of HR, Procurement, and Security policies, while ensuring good understanding by every staff member and regular refreshers.

Recruitment

• Maintain iMMAP Inc. careers portal for iMMAP Inc. Ethiopia and publish relevant job advertisements based on requests.
• Conduct recruitment technical tests
• Arrange and participate in interview processes and conduct reference check procedures.
• Prepare job offer letters, contracts and other related documents and submit them for validation.

Staff Onboarding and Offboarding

• In coordination with local colleagues, organize induction schedules for new employees.
• Deliver the HR briefing to new employees (including briefing and review of HR policies and performance evaluation process)
• Be responsible for providing staff with induction on logistics functions including procurement, asset management rules, and responsibilities.
• When offboarding staff; ensure the departure process is understood and respected by employees leaving iMMAP Inc. And that the clearance procedures are well followed up
• Prepare ID cards for newly hired staff and renew based on need

Staff Performance 

• Ensure staff performance evaluation process is understood and implemented as per iMMAP Inc. Policy.
• Responsible for the management of disciplinary measures if required, and mediation in conflicts
• Responsible for monitoring team dynamics, well-being of staff and career development

Compliance and knowledge management 

• Ensure full compliance with the local legal environment, including labor law, and lead the development of the annual report and other requirements by ACSO.
• Manage and supervise the work of the Cleaner
• Ensure proper filing of all the HR documents (recruitment folders, new employee files, etc.) by uploading relevant soft copies to iMMAP Inc. SharePoint and maintaining hard copies.
• Update local office organizational chart, office contact list and relevant mailing lists for office communication.
• Act as focal point for all employee questions on contracts and iMMAP Inc. policies.
• Ensure the proper implementation, follow-up attendance sheets, and leave requests process.
• Generate National staff payroll.

Logistics

• Be the primary focal point for procurement, and asset management, ensuring timely support and correct procedures are followed in the completion of these activities.
• Update and maintain AssetRegister.
• Ensure the overall process of iMMAP Inc. procurement is made as per the company’s procurement procedure.
• Support travel arrangements for international staff and visitors
• Perform other duties as assigned by line manager.

Security

• Monitor the security situation in Ethiopia in general, conduct risk assessments, participate in enforcing security and safety procedures, and provide sound and timely advice to staff and management on safety and security matters.
• Liaise and coordinate timely and efficiently with the Country Representative and the Global Security Manager regarding security incidents, threats or deficiencies which potentially could affect operations.
• Update Ethiopia Security Guidelines & SOPs periodically.
• Assist with the implementation of safety and security policies and standard operating procedures (SOPs) as detailed by the Global Security Manager.
• Ensure compliance with iMMAP’s global operating principles and risk management policies.
• Create a weekly and monthly situation report as per iMMAP’s SOP, including context analysis of the security situation.
• Conduct security induction briefs for new staff and visitors.
• Design and practice emergency systems, emergency communications and provisioning of emergency supplies for all staff.
• Conduct and submit to the Country Representative, Site Risk Assessments for locations regularly visited by iMMAP staff, including field locations.
• Maintain the validity of emergency & contingencies protocols based on the applicable security levels as prescribed in the Project Security Plan.
• Ensure that communication protocols are implemented, and project warden lists are up to date.
• Manage the security equipment and communication means.

Representation

• Maintain effective and positive internal contacts with iMMAP in country associates, officers and staff, and external contacts with national and local government officials, international non- governmental organizations (NGOs), donor agency officials, vendors, media, and the public.

Accountability to the Affected Population

• iMMAP team members are expected to support all efforts toward accountability, specifically to beneficiaries of iMMAP programs, and to international standards guiding international relief and development work while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of field projects.

General

• Perform any additional tasks requested by the line manager.

Requirements

Educational Background:

• MA in Human Resource Management, Business Administration, or a related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree;

Experience:

• Minimum of 5 years of progressive responsible experience in a similar position
• Excellent command of Microsoft Office Excel and Word
• Considerable practical experience of managing operations in complex contexts and high-risk environments is an asset.
• Previous experience working in international non-governmental organization is required.
• A good firsthand understanding and knowledge of the context in the various regions of Ethiopia.

Required interpersonal skills:

• Commitment to iMMAP Inc.’s work policies and standards as well as to humanitarian values.
• Strong organizational skills and attention to detail with the ability to manage priorities, meet multiple competing deadlines, and work without constant supervision.
• Good communication and presentation skills
• Honest and trustworthy
• Ability to work under pressure and handle stressful situations.
• Self-motivated, flexible, and adaptable to the needs of the team and organization
• Comfortable seeking guidance and clarification in a timely manner as needed to succeed in the role.
• Fluent in English (speaking/reading/writing) and Amharic.

Additional requirements  

• Ability to prove the existence of a strong security network in Ethiopia at capital and regional levels.
• Ability to interact effectively with international and national personnel.
• Strong analytical skills and ability to interpret and analyze data and translate into effective information.
• Ability to work well in a small team, operate under pressure, prioritize, and deliver high quality work within deadlines, and meet team objectives.
• Ability to provide honorable discharge papers if a previous member of Armed Forces or Police Service.

Important Notice

Due to the urgency of this position, applications will be reviewed on a rolling basis and the position may be filled before the recruitment closing date.

Guiding Principles

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP Inc.’s policies, procedures, and values at all times and in all countries.

iMMAP Inc. has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct.

iMMAP Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances.