Job vacancies at at The Halo Trust Ethiopia

Contract Period: Initial 12 months contract, including 60 working days probation period.

Salary: Competitive – commensurate with experience and HALO’s salary scale

Reports to: Programme Coordinator

Supervisor for: Logistics associate, Store person, finance assistant, Drivers, Cook & Cleaner, Security guards

Role Summary

The Office Support Manager will be responsible to Administration, Logistics, local procurement general office operations and Liaison. As a manager in HALO, he is expected to lead by example, caring and watching for the well-being of the staff members entrusted to him: logistics & admin support staff, cook & cleaner, security agents and fleet management.  He will be Working closely with the Operations Manager and Senior Managers.

This position requires high integrity, attention to detail, and the ability to work independently while supporting office support and administrative systems in alignment with HALO’s standards.

Key Duties & Responsibilities

Leadership:

• Lead by example, always demonstrating impeccable integrity and professionalism, inspiring others to behave similarly.
• Adhere to HALO’s values of moral courage, discipline, respect for others, integrity, loyalty, selfless commitment.
• Ensure the wellbeing and safety of all staff members.
• Resolve logistical, personal and disciplinary issues effectively.

Office Administration:

• Provide guidance and mentorship to junior staff, ensuring continuous improvement in their skills.
• Supervise the Semera office building and maintenance repair, schedule the routine maintenance and repair if necessary; and advise the owners on the required maintenance and repair activities if any
• Book inbound/outbound flights, hotels for traveling staff when required.
• Oversee office repairs, maintenance, and utilities.
• Manage the contract lease of field accommodations with frequent onsite supervision visits and dealing with the owners of the accommodation.
• Monitor attendance and schedules for Office staff, including drivers.
• Chair weekly staff meetings within Samera Office staff to discuss priorities; maintain regular communication with Addis HQ.
• Remotely manage field accommodations with frequent onsite supervision visits
• Ensure the security and safety of HALO Office and field accommodations by equipping and maintaining fire extinguishers, Exit signs, fire drill exercises.
• Ensure that office staff, including guards, are provided with fire safety training and that periodic fire drill exercises are conducted both in the office and in the field accommodation.
• Pay Semera office utilities (water and Electricity bills, internet) on time.
• Maintain a weekly schedule for emptying the big rubbish pin at the gate
• Supervise storekeeper, cleaners and cooks

Liaison:

• Represent the organization at external meetings with the government Bureaus and other stakeholder meetings.
• Provide updates on government amendments and proclamations that impact the work of HALO in Afar.
• Inform District and regional government offices on HALO personnel and team movements and activities.
• Notify the Office of Labor and employment on HALO staffing matters of interest, including hiring and disciplinary issues.
• Arrange meetings with regional, local officials and community leaders as needed.
• Keep local communities informed of HALO personnel and team operational movements.
• Report local issues or concerns that may impact HALO operations to senior management.

Logistics:

• Ensure that all capital assets in Samera are registered to the database, labelled and capital ID sheet are created for them and kept in the capital folder.
• Ensure that all supplies in and out are registered to supply out forms or GRN forms, stock card and the database.
• Ensure utilizing the data in logistics database to forecast the consumption of the teams and plan inventory procurement based on your analysis.
• Plan uniform procurement so that field teams get their uniforms on time and the same month every year or two.
• Ensure field staff have the logistics support they need at the same time ensuring that staff are taking care of their equipment.
• Ensure that storekeeper receives torn and broken items before issuing a new one.
• Ensure that storekeeper prepares monthly written off list to be reviewed by OM/PM
• Carry out procurement activities in the absence of logistics associate to support teams
• Ensure that inventory management systems and procedures are in accordance of HALO’s SOPs and Policies.
• Coordinate movement of capital assets and seek approval when issuing new capital asset to a user from the Operations Manager.
• Prepare monthly store check planner and report any senior staff that didn’t conduct assigned store checks.
• Closely work with the Head of Support Addis Ababa team on the equipment/items ship from Addis to Semera, follow up with the freight company and receive the items/equipment and send confirmation to Addis team. Ensure that the shipment included in the store data base or register before issuance to end users.
• Supervise the logistic teams.

Fleet:

• Provide induction and driver training to new drivers and ensure they understand and comply with the fleet SOP.
• Provide refresher training to all the drivers in accordance with the fleet SOP
• Ensure that all vehicles have logbooks and that all entries are completed correctly
• Ensure that all vehicles are equipped with functional seat belts and that tyres are in good and safe condition.
• Ensure that all fuel usage is accurately recorded in the vehicle logbooks. Plan and coordinate vehicle fueling with the Logistics Associate.
• Monitor and control vehicle fuel consumption and submit a monthly fuel consumption report to the Operations Manager (OM).
• Ensure that monthly vehicle inspections are conducted for all vehicles.
• Ensure that vehicle reports, inspection checklists, driver licenses, and monthly fuel consumption reports are completed and properly maintained.
• Ensure that all vehicles are equipped with the required safety and recovery equipment, including fire extinguishers, tow ropes, shovels, and spare tyres, as specified in the Fleet SOP.
• Liaise with the vehicle rental company regarding vehicles, drivers, maintenance, and other fleet-related matters.
• Ensure the wellbeing of drivers while they are working in the office and in the field.
• Prepare vehicle monthly payment request and submit it to finance along with supporting documents
• Maintain the driver tracker/log sheet for the preparation of driver food allowances and ensure it is updated regularly.
• Prepare the fleet deployment plan and submit it to Operations Manager at least two days before deployment.
• Oversight the fleet/drivers

Security Guards

• Prepare monthly or weekly guard rotation
• Ensure guards are provided the required training and a yearly refresher by the contracted Security Company.
• Provide internal trainings as required.
• Ensure guards are working pairs to allow one to sleep while the other is guarding
• Monitor guards uniforms, behaviours and overall activities

Additional Duties:

• Perform other responsibilities related to Office Operations as required by senior management to ensure the smooth and efficient running of HALO’s operations in Ethiopia.

All HALO staff work within the organization’s core values, adhere to all HALO policies and procedures and are expected to demonstrate standards and addressing performance issues early.

• Minimum bachelor’s in business administration, Management, Human Resource Management, Logistics and Supply Chain Management, or a related field.
• Minimum of 3–5 years of relevant experience in office management, administration, or general services. preferably in an NGO or international organisation.
• Proven experience in managing office operations, facilities, assets, and administrative services.
• Experience in procurement, logistics, fleet management, and inventory.
• Fluent Qafar af (or Afar) and English speaker. (Amharic speaking is Mandatory)
• High attention to detail, accuracy, and confidentiality.
• Ability to work independently and travel to field locations.
• Good knowledge of safeguarding principles and implementation.