Operation Assistant

• Department: Office of the COO
• Reporting to: COO

Background

The African Center for Early Childhood Development is an organization dedicated to promoting and advancing the well-being and development of young children in Ethiopia and across Africa. The Center works towards ensuring that all children have access to quality early childhood development (ECD) programs and services. The Center collaborates with various stakeholders to provide high-quality ECD services and ensure the holistic development of young children.

Purpose

The purpose of this assignment is to provide effective operational and administrative support across human resources, procurement, logistics, asset management, and event organization functions, ensuring smooth day-to-day operations, compliance with organizational and donor requirements, and timely coordination of activities that enable the organization to achieve its programs and objectives efficiently.

Key Responsibilities

The Operation Assistant will have the following responsibilities:

1. Support recruitment processes, including drafting Tor, vacancy announcements, shortlisting coordination, interview scheduling, and reference checks.
2. Maintain and update staff personnel files (hard and soft copies) in line with organizational policies.
3. Assist in onboarding and offboarding processes, including contract documentation and orientation arrangements.
4. Support HR administration such as leaves tracking, attendance records, and performance evaluation coordination.
5. Support the payroll process by collecting and verifying timesheets, leave records, and other related data to ensure accurate and timely payment.
6. Ensure confidentiality and proper handling of HR-related information
7. Draft and review contracts with clients, vendors, and partners, ensuring compliance with organizational policies and legal requirements.
8. Maintain a contract database to ensure all contracts are tracked, monitored for renewal dates, and that no contracts lapse without proper renewal or renegotiation.
9. Assist in organizing and maintaining company records, reports are filed accurately and easily accessible for reference.
10. Assist in procurement planning and implementation in compliance with organizational and government procurement directives.
11. Prepare and process purchase requests, requests for quotations (RFQs), purchase orders, and procurement documentation.
12. Identify, evaluate, and source vendors and manage the creation and tracking of purchase orders, ensuring timely procurement of materials, equipment, and services needed by the Organization.
13. Assist in tracking office and operational supplies, ensuring that inventory is adequately stocked and ordering replenishments when necessary.
14. Support planning, organization, and coordination of meetings, trainings, workshops, and events.
15. Organize and manage internal and external events, including meetings, conferences, workshops, and team-building activities.
16. Handle venue arrangements, participant invitations, materials preparation, and logistical coordination.
17. Support event documentation, including attendance lists, reports, and follow-up actions
18. Ensure all operational activities comply with organizational, donor, and government regulations.
19. Support preparation of operational reports and provide documentation for audits and reviews.
20. Maintain accurate asset management systems by regularly updating the asset register, supporting asset tagging, tracking, verification, handover, disposal, and ensuring the proper storage and safeguarding of all organizational assets in accordance with organizational policies.
21. Ensure that office supplies and equipment are available, functioning, and properly maintained, coordinating repairs or replacements when necessary.
22. Offer assistance to different teams across the organization, ensuring seamless coordination and contributing to the overall success of operational functions
23. Work closely with ECD team members, researchers, partners, and other stakeholders to gather content, coordinate updates, and ensure alignment with organizational goals and messaging.

Terms of Contract

The Operation Assistant will be hired on a full-time basis for an initial contract period of 12 months. The specific terms of the contract, including remuneration and benefits, will be negotiated with the successful candidate.

Qualifications and Skills

1. A minimum of bachelor’s degree in Business Administration, Management, Human Resources, Project Management, or a related field.
2. Proven experience as an Executive assistant, operations, administration, HR, procurement or similar role.
3. Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
4. Strong written and verbal communication skills, with the ability to interact effectively with individuals at all levels.
5. Proficient in using office software (e.g., Microsoft Office Suite, email clients, calendar management tools).
6. Attention to detail and accuracy in all aspects of work.
7. Ability to maintain confidentiality and handle sensitive information with discretion.
8. Strong problem-solving skills and ability to work independently.
9. Flexibility and adaptability to changing priorities and demands.
10. Professional demeanor and excellent interpersonal skills.
11. Experience working with NGOs and/or donor-funded projects is an advantage.